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Computer MAGIC

STOCK CONTROL

Windows VersionRevision : 1.0

Computer MAGIC Support: Ph. 0500 55 2011Fax 0500 55 3011

Computer MAGIC Premium Software for the Club Industry

Phone: 0500 55 2011 Fax: 0500 55 3011

E-mail: [email protected]

Computer MAGIC STOCK CONTROL

TABLE OF CONTENTS

PageINTRODUCTION

- Company Overview and Other Products from Computer MAGIC 4- Brief Summary of the System 5- Special Keys, Icons, Mouse instructions 6- Special Routines – Lookup screen, Calendar 7

SYSTEM OVERVIEW- Understanding Stocking Units, Base Units and PLU’s 9- Setting up your Stock files 10

CASH MANAGEMENT SYSTEM – TRANSACTIONS- Input Purchases of Stock 13

STOCK CONTROL SYSTEM

A) FILE1. Exit 15

B) TRANSACTIONS1. Purchases 162. Issues 193. Sales

a) Manual Input 21b) Import from Tills 22

4. Stocktakea) Manual Input 23b) Opticon Import 25

C) MAINTENANCE1. Stocking Units 262. Base Units 293. PLU

a) Master File 31b) Price Increase 35c) Export CSV 35

4. Systema) Locations 36b) Sales Groups 37c) Product Groups 37d) Globals 38e) Opticon Configuration 39

5. Tills 406. Bar Codes 41

D) REPORTS1. Sales

a) Sales by Date 43b) Sales by Location 44c) Gross Profit Analysis 44d) Discount by Location 45e) Sales by Month 45

2. Stocka) Detail by Item 46b) Stocktake Valuation 48c) Stock Variances 49d) Multi Location Variation 50

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TABLE OF CONTENTS (cont..)

D) REPORTS (cont..)3. Issues

a) Issue Valuation by Period 51b) Issues Valuation by Date 51c) Issue Valuation Summary 52

4. PLU’sa) Price List 53b) Gross Profit 53c) Available PLU’s 54d) Unused PLU’s 54

5. Data Structure 556. Master Files

a) Stocking Units 56b) Base Units 56c) PLU’s 56d) Unused Stocking Units 56

E) PERIOD RESET1. End of Month 572. End of Year 58

F) SUPERVISION

BACKUP & RESTORE DATA FILES 59

INITIAL INSTALLATION – GETTING STARTED 60

A “TYPICAL MONTH’S PROCESSING” 65

THE “HOW TO ……..” GUIDE

How to - Add a new Stock Item 67- Add a new PLU. 67- Add a new Stock Item while processing Purchases 67

How to - Process Purchases 68- Process Issues 68- Process Sales manually 68- Process Sales directly from Tills 68- Process a Stocktake 68

How to - Post to a Stock A/C in Cash Management without allocating Stock 69- Include freight from a separate invoice in the Stock Allocation costing 69- Fix incorrect Purchase transactions in the Stock Control system 69

How to - Set different Price Levels for PLU’s and Tills 70

How to - Set up Tills for connection to the Stock Control system 70

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INTRODUCTION – COMPANY OVERVIEW & OTHER Computer MAGIC PRODUCTS

a) COMPANY OVERVIEW

CLUB INDUSTRY FOCUS: Computer MAGIC is a company dedicated to the development and support of a comprehensive range of software and hardware products for the club industry.

CLUB EXPERIENCE:A key element of the success of the company over the years has been the depth of experience the employees of the company have in the accounting field and the club industry. This experience emanates from working with numerous clubs and the involvement in the actual financial management of clubs.

SUPPORT:The basic philosophy of Computer MAGIC that sets it apart from other suppliers is the commitment to a long-term relationship with the club and the provision of the highest level of support. Support is provided via dedicated support lines with phone, fax and e-mail access.

FUTURE DEVELOPMENTS:The club industry is forever evolving and with changes to technology and legislative requirements there is a constant need to continually update and enhance the systems. Computer MAGIC directs a substantial proportion of its revenue to the ongoing development of each of the products so that users can be assured of always being up to date with the current requirements. They can feel confident that, regardless of future developments in the club industry and computer technology, their software supplier is already planning for them.

b) OTHER PRODUCTS FROM Computer MAGIC

The other software products (in addition to Stock Control) developed, marketed and supported by Computer MAGIC are as follows:

CLUB MEMBERSHIP

POKER MACHINE ANALYSIS

POKER MACHINE GRAPHICS INTERFACE

CLUB PAYROLL

CASH MANAGEMENT - incorporating Debtors, Invoicing, Creditors, General Ledger, Budgets and Reporting (both Financial and Management)

FIXED ASSETS

FUNCTIONS MANAGEMENT

GOLF HANDICAPPING

MEMBERS DRAW/RAFFLES

MEMBERS GAMES

FOYER UNIT SYSTEM

The hardware products marketed and supported by Computer MAGIC are as follows:

PC-BASED TILLS (for Bars & Bistro)

MEMBER FOYER UNITS

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INTRODUCTION – BRIEF SUMMARY OF THE SYSTEM

The Stock Control system from Computer MAGIC is designed specifically for the Club environment. It offers a number of features that allows the club to have a high degree of Stock Control along with accurate Stock Valuation.

The Stock Control system integrates with the Computer MAGIC Cash Management system allowing the efficient handling of Supplier invoices that contain Stock Purchases.

One of the unique aspects of the system is the three-tier structure used to handle the Purchase, Issue, Sale and Stocktake of the various stock items handled by the club. The three levels are:

Stocking Units - (the physical items you Purchase) PLU Items - (the Price Look Ups on your Tills) Base Units - (the conversion units between Stocking Units and PLU's)

Using the above three levels the system can handle the various combinations of bottle sizes sold in the club without having to change PLU ratios as bottle sizes and new products are added.

Some of the features of the STOCK CONTROL system include:

File and System Details

the system provides for 48 Locations which can be designated as Point-of-Sale (POS) or non-POS there are 10 Product Groups each with up to 10 Sub-Groups two forms of Costing are maintained by the system – Average and Last various types of Tills can be linked to the system with combinations of Standard and PC Based Tills

available up to 10 Price Levels can be set per PLU for different Locations, Happy Hour, etc. PLU's can be allocated to up to 20 Sales Groups for selective Gross Profit analysis and reporting

Data Input

all Stock Purchases are recorded during Creditor Invoice entry for later processing in the Stock Control system. This ensures that processing of the normal transactions in the Cash Management system is not delayed by the dissection of the invoice to the appropriate stock items.

Issues and Stocktakes are entered as Stocking Units with all conversions to Base Units handled automatically by the system

Sales can be entered manually or downloaded directly from Tills

Reporting

Sales reports & Gross Profit reports available by Date & Location Issues Valuation reports available by Location Stocktake Valuation and Discrepancy reporting by Location Stock by Location reports by Period comprehensive screen based reporting providing access to stock items and all transactions by Period and

Location

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INTRODUCTION – SPECIAL KEYS, ICONS & MOUSE INSTRUCTIONSThe Computer MAGIC Stock Control system has been written in a manner that is consistent with Windows technology but we have attempted to retain some of the more efficient data entry features of the DOS system.

a) SPECIAL KEYS

Enter key - as with the DOS system, when you are entering the details in, for example, the Stocking Unit maintenance screen or the transaction input screens, you can terminate the entry of each field with the Enter key. As with other Windows applications you can also use the Tab key but most operators do not find this as efficient.

In some windows where values need to be entered, it is often safer to use the Tab key or the mouse to move from field to field as pressing the Enter button may result in the OK button being activated and the routine finishing prematurely.

F8 key - as with all Computer MAGIC applications, the F8 key is used as the Lookup key. Depending on which field you are processing, pressing the F8 key or selecting the F8 icon with the mouse, results in the relevant data options being displayed, e.g. Stock Numbers, Locations, Tills, etc. Further details on the use of the “Lookup” facility are described in the Special Routines section on Page 7.

Calendar - whenever you are on a date field in the system, the option is provided to click on the Calendar icon. This takes you into the Calendar routine – full details on this option are provided in the Special Routines section on Page 8.

b) MENU ICONS

For frequently used routines the system has available icons that can be selected instead of menu options. An example of the Main Menu icons is shown below. All you need to do is click the icon to enter the routine.

Menu Icons

c) MOUSE INSTRUCTIONS

Whenever the manual instructs you to click an item with the mouse, it should be assumed that this means the left button of the mouse and that a single-click is all that is required. If you need to double-click or use the right button on the mouse, then you will be specifically instructed to do so.

The manual will often instruct you to “Select” an item from a window or screen. You would complete this instruction by single-clicking the required selection with the mouse, using the left button.

If you are unfamiliar with the use of the mouse in a Windows application or with text boxes, scroll bars, option boxes, etc. then we suggest you either complete a Windows tutorial or read a book such as the “Windows for Dummies” series of publications.

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INTRODUCTION – SPECIAL ROUTINES

a) LOOKUP SCREEN

As mentioned previously, the system provides a variety of Lookup screens by accessing the F8 option. The Lookup screens that are displayed are relevant to the field you are processing and may be the Part Number, PLU Number, Stock Location, etc. On most occasions, it is simply a matter of highlighting the selection you require and clicking the “OK” button.

The Lookup screens for Stocking Units, Base Units and PLU’s do provide a further option.

The Lookup screen is available by selecting the F8 key (or icon), anywhere on the system where you are prompted to enter a Stocking Unit, Base Unit or PLU “Number”. You are able to access the “Number” by one of two means:

Number Description

For example, after selecting the F8 key where the system prompts for a Stocking Unit Number, a screen similar to that shown below will be displayed.

The only selection needed is the “Sort Sequence” that you wish to use. If you select the “Number” sort sequence (the default) then the Stocking Units are displayed in Number sequence; if “Description” is selected then the Stocking Units are displayed alphabetically.

Select the option button required. In the example shown below the “Description” option has been selected

Once you click on a Stocking Unit to highlight it, as shown, you can use the Up & Down arrow keys to move to the Stocking Unit required, if it is not highlighted.

Select the “OK” button when the required Stocking Unit is highlighted.

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INTRODUCTION – SPECIAL ROUTINES

b) CALENDAR

The Calendar feature is available for any field on the system that requires a date to be entered.

By clicking on the Calendar icon to the right of the date text box, the calendar window opens as shown below. If the date text box has a date already in it when you select the Calendar icon, then the calendar will start at that date. If the date text box has no date in it when you select the Calendar icon, then the calendar will start at today’s date.

A further option exists to quickly locate the required month or year. Rather than continue to click on the “Prev. Year” or “Next Year” icon to locate the required year, you can right click on either of the two icons and the system will display the current and previous (or next) 9 years. The example below shows the window that appears after right clicking on the “Next Year” icon.

In the same way, if you right click on the “Prev. Month” or “Next Month” icons, then the system displays the 12 months for you to select the one you want. The example above shows the window that appears after right clicking on the “Prev. Month” icon.

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The current date is displayed in the top left corner.

To change the day within the displayed month, click on the required day.

To change the month, click on either the “Prev. Month” or “Next Month” icons at the top of the screen.

To change the year, click on either the “Prev. Year” or “Next Year” icons at the top of the screen.

Select the OK button when you have highlighted the required date.


SYSTEM OVERVIEWThis section of the manual is intended to give you an understanding of the terms used in the Stock Control system and some suggestions as to how to set up your stock files to maximise the efficiency of the system.

a) UNDERSTANDING STOCKING UNITS, BASE UNITS & PLU’s

** STOCKING UNITS

Stocking Units are the physical stock items. They are the items: purchased from Suppliers counted in a Stocktake issued from the Cellar to the Bars

They are kegs, bottles, cans, stubbies, casks, bibs, etc. Each Stocking Unit is expressed as a proportion of a Base Unit. Examples of Stocking Units and their proportion to Base Units are shown below.

STOCKING UNIT BASE UNIT BASE PROPORTION

TOOHEYS OLD KEG 49.5 LTR BEER FULL - 1 LTR 49.5000

DEWARS SCOTCH 2 LTR SCOTCH - 1 LTR 2.0000JOHNNIE WALKER RED 1125 ML SCOTCH - 1 LTR 1.1250

TOOHEYS NEW STUBBIES 375 ML TOOHEYS STUBBIES - EACH 1.0000TOOHEYS OLD STUBBIES 375 ML TOOHEYS STUBBIES - EACH 1.0000

DE BORTOLI RIESLING 4 LTR WINE BULK - 1 LTR 4.0000

HOUGHTONS WHITE BURGUNDY HOUGHTONS WHITE BURGUNDY 1.0000

For items such as Stubbies, Cans, etc. that are purchased in cartons, some thought is required as to how they are best set up. Refer to the section "SETTING UP YOUR STOCK FILES" on Page 12 for details.

** BASE UNITS

Base Units are not necessarily physical items. They are the conversion units between Stocking Units and PLU's. All Stocking Units and PLU'S are then expressed as a proportion of a Base Unit (or in the case of a Cocktail, multiple Base Units). Base Units are normally expressed either as EACH or LITRES.

Base Units are expressed as LITRES when they are sold in portions of the purchased item (Stocking Unit). Examples of Base Units that would be expressed as LITRES would be:

BULK BEER, BULK WINE, POST MIX, SCOTCH, BRANDY, BOURBON, PORT, ETC.

Base Units are expressed as EACH when they are sold as one or multiples of the purchased item (Stocking Unit). Examples of Base Units expressed as EACH would be:

STUBBIES, CANS, 375ML SPIRITS, BOTTLES OF WINE, ETC.

** PLU's (PRICE LOOK UP UNITS)

The PLU's are the individual items on your Till. The number varies from club to club and will often be determined by the capacity of the Till. Each PLU is expressed as a ratio of one or more Base Units. The ratio can be a fraction of the Base Unit (e.g. 0.4250) or a multiple of the Base Unit (e.g. 12.0000)

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SYSTEM OVERVIEW

a) UNDERSTANDING STOCKING UNITS, BASE UNITS & PLU’s (cont..)

** PLU's (PRICE LOOK UP UNITS)

Examples of PLU's and their ratio to Base Units are shown below.

PLU'S BASE UNIT PLU RATIO

CARAFE WINE – HALF LTR WINE BULK BASE – 1 LTR 0.5000GLASS OF WINE – 200ML WINE BULK BASE – 1 LTR 0.2000

SCOTCH - FULL NIP SCOTCH BASE – 1 LTR 0.3333SCOTCH - HALF NIP SCOTCH BASE – 1 LTR 0.6667

TOOHEYS STUBBY SINGLE TOOHEYS STUBBY BASE – EACH 1.0000TOOHEYS STUBBY 6 PACK TOOHEYS STUBBY BASE – EACH 6.0000TOOHEYS STUBBY CARTON TOOHEYS STUBBY BASE – EACH 24.0000

A complete list of the normal size glasses and their ratio to a Litre are set out in the section "SETTING UP YOUR STOCK FILES", detailed below.

b) SETTING UP YOUR STOCK FILES

** STOCKING - BASE - PLU RELATIONSHIP

The most important aspect of installing the Stock Control system is the way in which you set up the three tier structure of Stocking Units, Base Units and PLU's. Unless this is done correctly the system will not work successfully.

The steps involved in the setting up of the stock files are as follows:

3. On a sheet of paper, list the PLU's you have on your Tills. Note that, for the system to work correctly, each Till in the club must be set up with the same PLU numbers.

4. You then determine what Base Units need to be created for each of the listed PLU's. Write the Base Unit in a column next to the PLU. Every PLU will have at least one Base Unit. PLU's such as Cocktails will have multiples.

Note that PLU's for different sizes of the one product can share the same Base Unit, e.g. Full Nips & Half Nips, Middy & Schooners of Lite Beer, Single & 6 pack of VB Stubbies etc..

5. Finally, you determine the Stocking Units that point to the Base Unit and list them in a column next to the Base Unit. The list of Stocking Units would come from a Stocktake or a listing of products from your present system.

Note that each Stocking Unit will only ever have one Base Unit. A number of Stocking Units will share the same Base Unit. The resulting sheet of paper will look similar to that shown on the following page headed "STOCKING - BASE - PLU RELATIONSHIP".

It is only after the above steps are followed, and the details finalised as per the sample sheet shown below, that you are ready to start entering Base Units, Stocking Units and PLU's. You should refer to the section of the manual titled "GETTING STARTED" on Page 60 for details of the steps involved.

As can be seen from the steps above, the starting point is the PLU setup on your Tills. As this varies from club to club, there is no fixed way to set up the Base Units and Stocking Units. Some clubs will have separate PLU's for different Stubbies of beer. Others will have just the one PLU for all types of Stubbies. It is a matter of looking at the PLU setup that works for you and then build the Stock Control system around it.

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SYSTEM OVERVIEW

b) SETTING UP YOUR STOCK FILES (cont..)

** STOCKING - BASE - PLU RELATIONSHIP (cont..)

It is also a matter of balancing what works for your bar staff versus the level of stock control and sales detail you need for the club. A small number of PLU's will make it easy for the bar staff but will give you limited Sales and Gross Profit reporting and less detail when identifying stock discrepancies. A PLU for every item stocked by the club will give you great detail in the Sales reporting and Stock Variation reports but will be difficult for the bar staff. The errors made at the Till could make the information in the system worthless.

An example of the planning sheet described above is shown.

STOCKING - BASE - PLU RELATIONSHIP

PLU ITEM BASE UNIT STOCKING UNIT1 Beer Full – 7 oz Tooheys Old Keg2 Beer Full – 10 oz BEER FULL BASE – 1 LTR Tooheys New Keg3 Beer Full – 15 oz VB Keg4 Beer Full – Jug Carlton Draught Keg

5 Beer Lite – 7 oz6 Beer Lite – 10 oz BEER LITE BASE – 1 LTR Fosters Lite Ice Keg 7 Beer Lite – 15 oz Hahn Light Keg8 Beer Lite – Jug

10 Scotch – Full Nip SCOTCH BASE – 1 LTR Dewars Scotch 2 ltr20 Scotch – Half Nip Johnnie Walker Red 1125ml

11 Imported Scotch – Full Nip IMPORT SCOTCH BASE – 1 LTR Dimple 700ml21 Imported Scotch – Half Nip Johnnie Walker Black 700ml

12 Bacardi – Full Nip Bacardi 2 ltr22 Bacardi – Half Nip BACARDI BASE – 1 LTR Bacardi 700ml 92 Bacardi 700ml – T/A

13 Baileys BAILEYS BASE – 1 LTR Baileys 1140ml

30 Tooheys Stubbies – D/H Tooheys New Stubbies31 Tooheys Stubbies – T/A TOOHEYS STUBBY BASE – EACH Tooheys Old Stubbies32 Tooheys Stubbies – 6 pack Tooheys Dry Stubbies33 Tooheys Stubbies – carton

34 VB Stubbies – D/H35 VB Stubbies – T/A VB STUBBY BASE – EACH VB Stubbies36 VB Stubbies – 6 pack37 VB Stubbies – carton

38 Softdrink 5 oz Split Dry Ginger Bib 10 ltr39 Softdrink 7 oz Cola Bib 20 ltr40 Softdrink 10 oz POSTMIX BASE – 1 LTR Diet Cola Bib 12 ltr41 Softdrink 15 oz Orange Bib 12 ltr42 Softdrink Jug Lemonade Bib 20 ltr

100 Tyrells L/F White TYRELLS L/F WHITE Tyrells L/F White101 Houghtons White Burgundy HOUGHTONS WHITE BURGUNDY Houghtons White Burgundy

In the above example, the club sells all Tooheys Stubbies on the same PLU but has a separate PLU for VB Stubbies. Also, the club nips both Bacardi 2 ltr and 700 ml bottles. That is why the 700 ml Takeaway (PLU 92) points to the Bacardi - 1 ltr Base Unit. If the club never nips the 700 ml bottle then the Bacardi 700 ml Takeaway PLU would have its own Base Unit.

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SYSTEM OVERVIEW

b) SETTING UP YOUR STOCK FILES (cont..)

** CARTONS STUBBIES/CANS

When setting up Stocking Units, the following should be borne in mind - all Purchases, Issues and Stocktakes are entered as Stocking Units. It is important then to set the Stocking Unit as the item that you count in a Stocktake, or Issue from location to location. With kegs, bibs, bottles of spirits or wines the Stocking Unit is the item you normally handle, i.e. keg, bib, or bottle. However, with cartons of Stubbies and Cans, there are two ways of setting up the Stocking Unit.

The first is to set the Stocking Unit as a carton with a proportion of 24 to a Base Unit of a single Stubbie/Can. This makes the Purchase transactions simple as you then enter only the number of cartons on the invoice. The disadvantage though is that all Issues and Stocktakes have to be entered as cartons or part thereof. This becomes a little messy when you end up with a count of say 4 cartons and 17 singles.

The second alternative is to have the Stocking Unit as a single Stubbie or Can with a proportion of 1 to a Base Unit of a single Stubbie or Can. During the processing of Purchases, you then need to multiply the number of cartons by 24. However, Issues and Stocktakes are simpler and more accurate.

From experience we suggest the second approach. If you have been using the first approach successfully with your current system, then there is no need to change.

** PLU RATIOS TO 1 LITRE

As all PLU's point to Base Units that are either EACH or LITRES, there is a set ratio for each size glass regardless of what size bottle is used as the Stocking Unit. This means that you do not have to change the PLU ratio if you start nipping from a different size bottle.

The PLU ratio is simply the amount of the product sold in millilitres divided by 1 litre (1000ml). For example, the calculation for a 30ml nip of spirits would be:

30ml ÷ 1000ml = 0.0300 (PLU ratio)

The PLU ratios for standard measures are as follows:

SPIRIT MEASURE PLU RATIOFull Nip (30ml) = 0.0300Half Nip (15ml) = 0.0150Fortified (60ml) = 0.0600

To determine the PLU ratios for glasses of beer, you will need to make some allowance for the “head”. From experience with a number of clubs, the following ratios have proved accurate:

BEER GLASS SIZE ACTUAL AMOUNT PLU RATIO7oz glass (200ml) 190ml 0.190010oz middy (285ml) 270ml 0.270015oz schooner (425ml) 405ml 0.4050

Post Mix is slightly different as the syrup is mixed with water. Based on the formula of 1 litre of syrup making 6.4 litres of Soft Drink, the following ratios apply. Some allowance has been made for the inclusion of ice in the drink.

SOFTDRINK GLASS SIZE ACTUAL AMOUNT PLU RATIO5oz softdrink additive (80ml) 12.5ml 0.01257oz softdrink (170ml) 26.6ml 0.026610oz softdrink (260ml) 40.6ml 0.040615oz softdrink (400ml) 62.5ml 0.0625Jug softdrink (1 litre) 156.3ml 0.1563

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TRANSACTIONS – INPUT PURCHASES OF STOCK (CASH MANAGEMENT)

a) INPUT PURCHASES OF STOCK

The processing of Purchases of Stock is a two-step process.

1. The first step is the recording of the fact that stock items have been purchased in the Cash Management system

2. The second step is to process the details of the Purchase via “Transactions – Purchases” in the Stock Control system as described on Page 16. It is at this stage that the details of the stock items are entered, the Quantity, Location, Cost, etc.

In this section we are detailing the instructions for step 1.

The intention with the recording of Stock Purchases in the Cash Management system is to make the processing as simple as possible. Invoices containing stock items can be entered during the club’s normal Creditor Invoice entry. The system flags the invoices that contain Stock Purchases for later processing in the Stock Control system. This ensures that such invoices do not slow down the normal input and processing of Creditor invoices, yet the Stock Purchases are not inadvertently missed.

The normal routine for processing Stock Purchases in the Cash Management system is "Transactions – Creditor and Payment - Creditor Invoice". (You are also able to process Stock Purchases via the "Manual Cheque" or "Immediate Cheque" routines. The instructions are identical for all three routines).

On entry to the “Creditor Invoice” routine, a screen similar to that shown on the following page is displayed.

Enter the "Creditor" number or use the F8 option to display the Creditors on the system and select the required one.

Enter the invoice "Number". This typically is the Creditor's reference number but it may also be used as a descriptive reference for the transaction.

Enter the “Invoice Date" or use the Calendar option to select the required date.

Select whether the “GST” is “Included” in the amount to be entered or will be entered as a “Separate” amount.

The system displays the "Due Date" based on the credit terms as set up for this Creditor. Accept the default due date for this invoice or modify as required.

Enter the Period the transaction is to be posted to, in the "This Period" field. Depending on the “Invoice Date” of the transaction as entered above, the system defaults to either the current “Physical” (Calendar) Period or the current Accounting Period. You have the option to override the default, as required, or press the Enter key to accept the default Period.

If the Standard Account feature has not been set up for the Creditor, then enter the General Ledger Account "Number" or Press the F8 key to display the Accounts on the system and select the required one. Any entries made to a Stock Account (i.e. set up as “Trading” and “Stock Account” in the Account Maintenance routine) will be flagged as Stock Purchases and will be available for later processing in the Stock Control system.

Enter the "Amount" of the invoice to be dissected to this Account.

The cursor returns to the Account Number field for further dissection of the invoice. The Invoice Total is displayed at the bottom of the screen to allow checking that the invoice has been fully dissected.

Once the Invoice has been fully dissected to the appropriate Accounts click on the “Comments” line at the bottom left of the screen. This “Comments” line can be used to record brief details of the Stock Purchase that may be relevant for this invoice. Click the Save” button to complete the entry of the Creditor Invoice.

The system returns to the “Creditor” number field for the entry of more invoices.

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TIP : If you want to post an amount to an Account that is normally a Stock Account, but do not want to allocate stock to the Stock Control system then refer to the section “How to - Post to a Stock A/C in Cash Management without allocating Stock” on Page 62 for details.


TRANSACTIONS – INPUT PURCHASES OF STOCK (CASH MANAGEMENT)

a) INPUT PURCHASES OF STOCK (cont..)

If you need to edit an invoice in the current batch, then click on the “Modify Batch” button at the bottom of the screen to display the invoices already entered. Select “OK” to retrieve an invoice for editing or the “Delete” button to delete an invoice from the batch.

Select the “Post Batch” button to process the batch and print the audit trail on the selected printer.

A completed “Creditor Invoice” screen would appear similar to that shown below.

For the above transaction to generate an entry in the “Purchases” window in the Stock Control system (see Page 16 for details), the General Ledger Account Numbers 1220 (PURCHASES – BULK BEER), 1225 (PURCHASES – PACKAGED BEER), etc. would need to have been set up as a “Trading – Stock Account” in the Cash Management “Account Maintenance” routine.

Once a Stock Purchase has been posted in the Cash Management system, an icon appears in the bottom right corner of the Main Menu screen for the Stock Control system. This highlights that “Unprocessed Purchases” exist.

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Note the use of the “Comments” line to record any relevant details concerning

the Stock Purchase.


A1) FILE – EXIT (STOCK CONTROL)

The only option in the File Menu is “Exit”.

Selecting this menu item will exit you from the Stock Control system. An alternative means of exit is to click the (Close) button in the top right corner of the screen. This option can be used to exit from any routine.

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B1) TRANSACTIONS – PURCHASES (STOCK CONTROL)

By selecting “Transactions” from the Main Menu, the following menu appears.

Select the “Purchases” option from the Transactions Menu.

This routine is used to finalise the processing of Stock Purchases in the Stock Control system. The first step in the process is the Purchase of Stock via the Cash Management system. Refer to the section “Input Purchases of Stock” on Page 13 for full details.

On entry, a window displays the transactions where stock items have been purchased via the Cash Management system and are still to be processed in the Stock Control system.

An example of an “Unprocessed Purchases” window is shown below.

Note the purchase of stock items from Tooheys Ltd as processed in the Cash Management “Creditor Invoice” routine, as detailed on Page 13. You will note that the Stock Purchase excludes the GST component (i.e. $159.12 in the example shown)

Select the item from the “Unprocessed Purchases” window that you wish to process and select the “OK” button.

A “Stock Purchases” window similar to that shown on the following page is then displayed.

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PurchasesIssuesSales Stocktake

TIP : You will notice that only amounts allocated to the General Ledger Accounts that have been coded as Stock Accounts will be included in the values of Unprocessed Purchases.



Enter the "Date" the goods were received with the valid date range being the first day of the current Accounting Period through to the last day of the current Physical Period.

Enter the number of the "Location" receiving the goods or use the F8 option to display the Locations on the system and select the required one. The receiving Location would normally be the Cellar but it can be any Location that is NOT designated as Point-of-Sale (POS).

Enter the "Part Number" of the stock item or use the F8 option to display the Stocking Units on the system and select the required one. From the F8 window, you can search through the Stocking Units by “Number” or “Description”.

The description of the selected Stocking Unit is shown at the bottom of the “Stock Purchases” window with the “Prior Cost’ displayed in the right hand column.

Enter the "Quantity" received. You will need to be aware of the Stocking Unit when entering the Quantity. For example, if you have set up the Stocking Unit for stubbies as cartons then you simply enter the quantity of cartons, however, if you have set them up as individual stubbies (the recommended option) then the quantity will be the number of cartons times the number of stubbies in each carton.

Enter the "Unit Cost" of the item or leave blank and enter the "Total Cost". The system then calculates the Unit Cost.

If there is a significant difference between the “Unit Cost” and the “Prior Cost” shown in the right hand column of the screen then a warning message is displayed. The percentage variation that will prompt this warning is set up in the routine “Maintenance – System – Globals” as described on Page 38. You can accept the variation or amend the input, as required.

After each line of input, the progressive "This Cost" of the stock allocation is displayed in the bottom right section of the screen.

The system returns you to the "Part number" column for further entries. You can click on the “Date” or “Location” fields to change, if required.

The option is provided to add a Stocking Unit during the input. This could be for a new item not previously purchased by the club. Click on the “Add Part No.” button at the bottom left corner of the screen. This will display “Stocking Unit Maintenance” screen allowing you to add a new Stocking Unit. Complete instructions on adding a Stocking Unit are set out in the section “Maintenance – Stocking Units” as detailed on Page 26.

A “No” response will return you to the “Part Number” column to edit the lines of input or add additional entries.

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When you have completed the input, the system will calculate any significant variance between the "value of the stock items on the invoice" and the "total value of the invoice" and display the message to the right if a significant variation exists.

You can set the percentage variation that the system will prompt this warning in the “System – Globals” routine (see Page 37)

This variation may be a freight component and so it would be appropriate to spread the amount equally over the products on the invoice. Simply select the “Yes” option to complete the procedure



A completed “Stock Purchases” screen is shown below. This input screen relates to the allocation of the stock invoice processed for Tooheys Ltd in the Cash Management system, as detailed on Page 14.

You are able to delete a line of input in the “Stock Purchases” screen by selecting the “Date” entry and pressing the Delete (DEL) key.

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The description shown in this box relates to the last line of input.

This description displays as you enter the Part Number

The system checks for significant variations between the allocated cost (This Cost) and the

invoice value (Total Cost).

Variations can be automatically allocated proportionately to each line of input.

Select this button if you need to add a new Stocking Unit while you are entering the items from the Stock invoice. This eliminates the need to exit the routine to enter a new Stock item not set up on the system.


B2) TRANSACTIONS – ISSUES (STOCK CONTROL)


Select the “Issues” option from the Transactions Menu.

This routine is used for the entry of Issues of stock from one location to another. For accurate Stock Control, it is imperative that all movement of items between designated stock locations be processed. This is the only way the system can determine a Calculated Quantity of stock and allow comparison with the Physical Stocktake figure.

The only situation where Issues need not be processed is where the whole club is treated as one location and the Automatic Issue facility is being used. Refer to the routine "Maintenance – System – Globals” on Page 38 for details on using the “Auto Issue” facility.

Issues will not only involve actual movement of stock from Cellar to Bars, Bar to Bar, etc. but also from Bar to Breakages, Cellar to Promotions, etc. The diversity of Issues will be dependent on the types of locations you have set up in the "Maintenance – System – Locations" routine as described on Page 36.

There are no restrictions as to the type of location you can Issue From or Issue To. You can Issue from one POS location to another POS location or to a non-POS location. In all cases, the system makes any necessary conversions to Base Units and maintains the Calculated Quantities for each item for each location.

On entry to the routine, you are prompted for the "Date of Issue". The valid date range will be the first day of the current Stock Period through to the last day of the current Physical Period. As the system sorts transactions in date sequence, it is important to correctly enter the actual date of the input. The Calculated Quantities for each Stocking Unit will only be accurate at any given time if the correct date for each transaction has been entered.

Enter the "Reference" number for this Issue. This is a numeric field up to 6 characters. It is typically the number on the pre-printed Issue sheets used by the club for recording stock movements.

Enter the location number "Issued FROM" (Source location) and the location number "Issued TO" (Destination location) or use the F8 option to display the “Locations” Lookup Screen and select the required one.

Enter the "Part Number" of the Stocking Unit to be Issued or use the F8 option to display the “Stocking Units” Lookup Screen and select the required one. In the Lookup Screen, you are able to sort the Stocking Units by either the Number or Description. The Description of the selected Stocking Unit is displayed. Issues are always entered as Stocking Units, i.e. actual stock items. The system handles all necessary calculations of the related Base Units.

Enter the "Quantity" of the Issue. This quantity is always the number of actual Stocking Units, e.g. the number of kegs, 1125ml bottles, softdrink bibs, wine casks, etc.

Continue the input of Issues till completed. Use the Up & Down arrow keys or the scroll bar to scroll through the transactions to check or alter any input.

You are able to delete a line of input in the “Issues” screen by selecting the “Part Number” entry for the line and pressing the Delete (DEL) key.

Select the “Save” button once you have completed and checked all the input.

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B2) TRANSACTIONS – ISSUES (STOCK CONTROL)

If you have saved the Issues input and then find that a mistake was made, i.e. the wrong quantity was entered or the Issue was made to or from the wrong location, then correct the transaction by entering it in reverse. For example, an Issue that was issued from the Cellar to the Main Bar should have been issued from the Cellar to the Sports Bar. To correct the entry you would process an Issue from the Main Bar to the Cellar and then process the correct Issue from the Cellar to the Sports Bar.

A completed “Issues” screen would appear similar to that shown below. This example shows Issues processed from the Cellar (Location 1) to the Main Bar (Location 2).

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B3) TRANSACTIONS – SALES (STOCK CONTROL)


Selecting “Sales” from the Transactions Menu, results in the sub-menu to the right being displayed.

a) SALES – MANUAL INPUT

This routine is used for the manual entry of Sales from the Till tape of your Cash Registers.

On entry to the routine, you are prompted for the "Date" of the input. The valid date range will be the first day of the current Stock Period through to the last day of the current Physical Period.

As the system sorts transactions in date sequence, it is very important to correctly enter the actual date of the input. The Calculated Quantities for each Stocking Unit will only be accurate at any given time if the correct date for each transaction has been entered.

Enter the "Location" number for the Sales Input or use the F8 option to display the “Locations” Lookup Screen and select the required one. Sales can only be processed for Locations designated as POS locations and so these are the only ones displayed in the Lookup Screen.

Enter the "Till Number" for the input. This is used only for reference.

Enter the "PLU" number or use the F8 option to display the PLU's on the system and select the required one. In the Lookup Screen, you are able to sort the PLU’s by either the Number or Description.

The "Description" of the selected PLU is displayed.

Enter the "Quantity" of items sold under this PLU. This will appear on the Till tape.

Enter the "Value" of sales sold under this PLU. This will appear on the Till tape and will typically be the "Quantity" sold times the price set for this PLU on the Till.

Continue to enter the Sales for the designated Till.

A progressive “Batch Total” of the input is displayed in the bottom right corner of the screen. This should be checked and verified that it is correct prior to saving the input.

Use the Up & Down arrow keys or the scroll bar on the right of the screen to scroll through the transactions to check or alter any input.

You are able to delete a line of input in the “Sales” screen by selecting the “PLU” entry for the line and pressing the Delete (DEL) key.

Select the “Save” button once you have completed and checked all the input.

If you have saved the Sales Input and then find that a mistake was made, i.e. the wrong quantity was entered or the Sale was made to the wrong PLU, then you can correct the transaction by entering it in reverse.

For example, you may have entered a sale as 11 stubbies of Tooheys Old at $22.00 when it should have been 11 stubbies of VB at $22.00. You would process a Sales Input that included an entry for the PLU for Tooheys Old Stubbies with a quantity of –11.0 and a value of -$22.00. You would then include an entry for the PLU for VB Stubbies with a quantity of 11.0 and a value of $22.00.

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Manual Input Import from Tills


B3) TRANSACTIONS – SALES (STOCK CONTROL)

a) SALES – MANUAL INPUT (cont..)

A completed “Sales” Input screen will appear similar to that shown below.

b) SALES - IMPORT FROM TILLS

Sales can be imported directly from the Computer MAGIC PC-Based Tills via the Till Control Program. As part of the “End of Day” routine in the Till Control Program, the sales from the Tills are sent to the Stock system. These sales are then processed via this routine.

On entry to routine the system displays the “Unprocessed Sales” window. Select the sales to be imported and select the “OK” button.

All the applicable stock files are updated as part of this routine.

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You should verify this “Batch Total” prior to saving the input.


B4) TRANSACTIONS – STOCKTAKE (STOCK CONTROL)


Selecting “Stocktake” from the Transactions Menu, results in the sub-menu to the right being displayed.

a) STOCKTAKE – MANUAL INPUT

This routine is used for the entry of the physical Stocktake. The system allows Stocktakes to be entered at any time for any Location and as many Stocktakes as deemed necessary can be entered throughout the month. However, there can be only one Stocktake per Location per day. Stocktakes are entered in Stocking Units, i.e. actual stock items. On entry to the routine, you are prompted for the "Date" of the Stocktake.

As the system sorts transactions in date sequence, it is very important to correctly enter the actual date of the input. The Calculated Quantities for each Stocking Unit will only be accurate at any given time if the correct date for each transaction has been entered.

** Please Note: The system will always treat the Stocktake input as the LAST transaction for any day and will always be sorted after Purchases and Issues in non-POS locations, and after Issues and Sales in POS locations.The date of the Stocktake then should be the date of trading that it relates to, e.g. if a Stocktake was completed prior to the club opening on 15th April, the date of the Stocktake should be entered as 14th April as this would be the last transaction for that day and would reflect the level of stock at the end of that day. **

Enter the "Location" number for the Stocktake or use the F8 option to display the “Locations” Lookup Screen and select the required one.

Enter the "Reference" number for this Stocktake. This is a numeric field up to 6 characters. It is typically the number on the pre-printed Stocktake sheets used by the club for recording stock counts.

Enter the "Part Number" of the Stocking Unit or use the F8 option to display the “Stocking Units” Lookup Screen and select the required one. In the Lookup Screen, you are able to sort the Stocking Units by either the Number or Description.

The option is provided from the “Part Number” column to select the F7 key if you want to ‘REPEAT’ the previously entered Stocking Unit (this is very useful if you are entering more than one quantity for items on the Stocktake Input sheets).

The other helpful feature is the option to press the F9 key in the “Part Number” column to enter the ‘NEXT’ Stocking Unit. This will be in the same order as the Stocktake Input Sheets are printed on the system and hence will significantly improve the speed and accuracy of the Stocktake input. You will find that there will be minimal need to actually enter the Stocking Unit numbers once you become comfortable with the F7 and F9 keys.

The Description of the selected Stocking Unit is displayed. Enter the "Quantity" for the selected Stocking Unit. The quantity can be entered as whole units or a proportion of the Stocking Unit, e.g.

1.30 bottles of JOHNNIE WALKER 1125ML, or2.75 kegs of TOOHEYS OLD 50 LTR.

Continue the input of the Stocktake until completed.

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Manual Input Opticon Import



a) STOCKTAKE – MANUAL INPUT (cont..)

Use the Up & Down arrow keys or the scroll bar to the right of the screen to scroll through the transactions to check or alter any input.

You are able to delete a line of input in the “Stocktake” screen by selecting the “Part Number” entry for the line and pressing the Delete (DEL) key.

Once all the input has been completed and checked, select the “Save” button to save the details.

Some points to note concerning the Stocktake routine:

If there is no stock for a particular item then you can enter a zero quantity.

If there is no input for an item, then the Calculated Quantity is retained by the system as the Closing Balance.

An option exists in the "End of Period" routine to automatically enter a zero Stocktake for all items without a physical Stocktake figure in the Stocktake input for the end of the month. This eliminates the need to record a zero Stocktake for items with no stock at the end of a Period.

You are able to make multiple entries for the one Stocking Unit in the same input. This means that if on the Stocktake Input sheets there are multiple counts for the one item at a particular location you do not have to add the counts together to come up with a total for the item. This will reduce errors and also allow you to reconcile your input in the Stock Control system with the original source document, i.e. the Stocktake Input sheet. The use of the F7 key during input will assist in the entry of multiple entries for the one Stocking Unit.

A completed “Stocktake” Input screen will appear similar to that below.

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b) STOCKTAKE – OPTICON IMPORT

This routine is used for the downloading of the Stocktake entered into the Opticon portable Data Entry device.

On entry to the routine, you are prompted to enter the Stocktake “Date” with the valid date range displayed at the bottom of the screen.

Select the “Import” button to commence communication with the Opticon device. The parameters for communicating with the Opticon device are set up via the routine “Maintenance – System – Opticon Configuration” as detailed on Page 39.

Once the Stocktake data is displayed, the option is then provided to “Save” the details.

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C1) MAINTENANCE – STOCKING UNITS (STOCK CONTROL)

By selecting “Maintenance” from the Main Menu, the following menu appears.

Select the “Stocking Units” option from the Maintenance Menu.

This routine is used to Add, Change or Delete Stocking Units. Stocking units are the products that you Purchase, physically count in Stocktakes and Issue from location to location. For a complete coverage of Stocking Units, refer to the section of the manual "Understanding Stocking Units, Base Units & PLU's" on Page 9 for more details.

On entry to the routine, the “Stocking Unit Maintenance” screen is displayed. It is from this screen that you determine the type of maintenance to be performed.

Add - Stocking Unit

To ADD a Stocking Unit, from the blank “Stocking Unit Maintenance” screen click the “New” button.

Enter the Stocking Unit "Number". This “Number” can be alpha-numeric up to 18 characters and must be a unique number. You are able to check the Stocking Units already on the system by using the F8 option.

The numbering system used is one of personal preference and can be either the product number used on your previous stock system or a shortened alpha description of the product, e.g. BAC2L for a bottle of BACARDI 2LTR or TOODRYSTB for TOOHEYS DRY STUBBIES. The disadvantage of using alpha "Part Numbers" is that they can become unwieldy during the input of Purchases, Issues and Stocktake.

An alternative method of numbering Stocking Units is to use the supplier's product number from the supplier invoice. This makes the entry of Purchases a very simple procedure and in the absence of any other system works just as effectively with Issues and Stocktakes.

Enter the Stocking Unit "Description". This “Description” can be alpha-numeric up to 30 characters.

It is suggested that you include in the "Description" the size of the product, especially if multiple sizes are available, e.g. BACARDI 1125ML or DE BORTOLI TRAMINER CASK 4LTR. This will assist users of the system to understand what type of stock item they are accessing.

Enter the "Unit" description. The “Unit” can be alpha-numeric up to 5 characters.

The Unit description also helps users understand the type of stock item they are working with. Examples would be: BTL, STUB, CASK, KEG, BIB, CASE, etc.

Enter the "Base Number" for this Stocking Unit or use the F8 option to display the Base Units Lookup Screen and select the required one. The description of the Base, the Unit description, the Product Group and Sub Group are displayed.

If you are unsure as to the relationship of Stocking Units to Base Unit then please refer to the section of the manual "Understanding Stocking Units, Base Units & PLU's" on Page 9 for more details.

If while entering a new Stocking Unit you realise that you need to also add a new Base Unit then you can do this within the Stocking Unit “Add” routine by clicking on the “Add Base” button. This allows you to add the necessary Base Unit and then select this new Base Unit as you complete the entry of the Stocking Unit. Refer to the routine “Maintenance – Base Units” on Page 29 for complete details on adding Base Units.

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Stocking UnitsBase UnitsPLU System TillsBar Codes



Add - Stocking Unit (cont..)

Enter the "Base Proportion" for this Stocking Unit. This is the factor used to convert the Stocking Unit to the Base Unit. This will vary depending on the size of the Stocking Unit.

For example, if you had a Base Unit called "BACARDI - 1 LTR" and you are entering a Stocking Unit for "BACARDI 2 LTR BTL" then the Base Proportion would be 2.00. If the Stocking Unit was "BACARDI 700ML BTL" then the Base Proportion would be 0.70

Similarly, if you had a Base Unit called "BEER FULL BASE - 1 LTR" and you are entering a Stocking Unit for "TOOHEYS NEW KEG 50 LTR" then the Base Proportion would be 50.00.

Enter the "Last Cost" for this Stocking Unit. This would be the cost of the Stocking Unit the last time you purchased the item. This would be available from your existing stock system, from the last stocktake valuation completed or from recent Supplier invoices.

Enter the “Average Cost” for this Stocking Unit. The system will maintain the average cost of each of the products automatically, so in the absence of an accurate average cost from your present system, enter the same cost as for "Last Cost" above. (Note: the Average Cost is not a weighted average. It is calculated as the "old Average" plus the "new Cost" ÷ 2).

A completed “Stocking Unit Maintenance” screen is shown below.

The above example shows a new Stocking Unit screen for Kahlua 700ml bottles. You will note that the Stocking Unit is pointing to a Base Unit called “KAHLUA BASE – 1 LTR”. The Base Proportion is 0.7000, being 700ml ÷ 1000ml (1 Litre).

The Last Cost and Average Cost have been entered as the same figure with the system maintaining an accurate Average Cost over time. The Last Cost will always reflect the Cost as per the previous Purchase. You can check how the Base Unit - “KAHLUA BASE – 1 LTR” is set up in the “Maintenance – Base Units” section as detailed on Page 29.

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Note the option to add a Base Unit



Modify - Stocking Unit

To MODIFY the details stored for a Stocking Unit, enter the Stocking Unit “Number” or use the F8 option to display the Stocking Units Lookup Screen and select the required one. Once the Stocking Unit to be modified is displayed, select the “Modify” button.

The cursor moves initially to the "Description" field from where you can choose to edit any of the following fields:

Number; Description; Unit; Base Number; Base Proportion; Last Cost; Average Cost

Note, that if you change the Base Proportion of the Stocking Unit then it is most likely the Costing details are no longer accurate. Either correct the Costing details in line with the change to the Base Proportion or set them back to zero and let the system recalculate them the next time Purchases are entered for this Stocking Unit.

Select the “Save” button once the necessary editing is completed.

Delete - Stocking Unit

To DELETE a Stocking Unit, enter the Stocking Unit “Number” or use the F8 option to display the Stocking Units Lookup Screen and select the required one. Once the Stocking Unit to be deleted is displayed, select the “Delete” button.

This routine will not allow you to delete Stocking Units that are part of transactions stored on the system.

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C2) MAINTENANCE – BASE UNITS (STOCK CONTROL)


Select the “Base Units” option from the Maintenance Menu.

This routine is used to Add, Change or Delete Base Units. Base Units are not necessarily physical items. They are the conversion units between Stocking Units and PLU's and are normally expressed only as EACH or LITRE.

For a complete coverage of Base Units refer to the section of the manual "Understanding Stocking Units, Base Units & PLU's" on Page 9 for more details.

Once the system is installed, the only need to add a Base Unit is if you are adding a PLU to your Tills for a new Stocking Unit.

On entry to the routine, the “Base Unit Maintenance” screen is displayed. It is from this screen that you determine the type of maintenance to be performed.

Add - Base Unit

To ADD a Base Unit, from the blank “Base Unit Maintenance” screen click the “New” button.

Enter the Base Unit "Number". This “Number” can be alpha-numeric up to 18 characters and must be a unique number. You are able to check the Base Units already on the system by using the F8 option.

The numbering system used is one of personal preference but it is suggested that an alpha description be used. This simplifies the selection of Base Units in the various parts of the system and also will differentiate them from Stocking Units, which will have either numeric Part Numbers or alpha descriptions that include the bottle size.

Examples of Base Unit Part Numbers then would be:

BACARDI - Bacardi Spirit that is sold in nipsBEER LITE - Bulk Lite BeerBEER FULL - Bulk Full BeerTOOH STUB - Tooheys StubbiesIMP SCOTCH - Imported Scotch that is sold in nips.

Enter the Base Unit "Description". This “Description” can be alpha-numeric to 30 characters.

It is strongly suggested that you include in the "Description", the details of the size of the Base Unit, e.g.

BACARDI BASE - 1 LTR or BEER LITE BASE - 1 LTR.

This will assist users of the system to understand what type of unit they are working with and whether it is a Stocking Unit or a Base Unit.

Enter the "Unit" description. This can be alpha-numeric up to 5 characters.

The Unit description is to help users of the system understand what type of Base Unit they are working with. There should only be 2 types of Units when setting up Base Units - LITRE and EACH.

You use LITRE for products that are sold in parts of a Stocking Unit, e.g. Spirits, Bulk Beer, Post Mix, Bulk Wine, etc. You use EACH for those products that are not sold in parts and where the Stocking Unit is the same as the PLU, e.g. Bottles of Wine, Stubbies, 375ML Spirits, etc.

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C2) MAINTENANCE – BASE UNITS (STOCK CONTROL)

Add - Base Unit (cont..)

Select the Product “Group” for this Base Unit. Click the button to display a window listing the Product Groups, as set up in the routine "Maintenance – System – Product Groups” as detailed on Page 37. There are 10 available Product Groups and are used in various reports to organise your stock items into logical groupings.

Select the Product “Sub Group” for this Base Unit. Click the button to display a window listing the Product Sub Groups, as set up in the routine "Maintenance – System – Product Groups” as detailed on Page 37. There are 10 available Product Sub Groups for each Product Group and they are used in various reports to further organise your stock items within logical product groupings.

The "Last Cost" is calculated as a proportion of the Stocking Unit cost as at the last Issue. This field should always be set to zero when adding a Base Unit as the system will calculate this value as transactions are entered.

The system will maintain the “Average Cost” of each of the Base Units automatically, so always set this field to zero when adding a Base Unit. (Note: the Average Cost is not a weighted average. It is calculated as "old average" plus the "new Cost" ÷ 2).

The system maintains the “Last EOP (End of Period) Cost” automatically, so always set this field to zero when adding a Base Unit. This cost will be updated by the system during the End of Period routine.

Select the “Save” button once all the input is completed.

A completed “Base Unit Maintenance” screen is shown below.

Modify - Base Unit

To MODIFY the details stored for a Base Unit, enter the Base Unit “Number” or use the F8 option to display the Base Units Lookup Screen and select the required one. Once the Base Unit to be modified is displayed, select the “Modify” button.


Number; Description; Unit; Group; Sub Group; Last Cost; Average Cost; Last EOP Cost


Delete - Base Unit

To DELETE a Base Unit, enter the Base Unit “Number” or use the F8 option to display the Base Units Lookup Screen and select the required one. Once the Base Unit to be deleted is displayed, select the “Delete” button.

This routine will not allow you to delete Base Units that are part of transactions stored on the system.

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C3) MAINTENANCE – PLU (STOCK CONTROL)


Selecting “PLU” from the Maintenance Menu, results in the sub-menu to the right being displayed.

a) MASTER FILE

This routine is used to Add, Change or Delete PLU’s (Price Look Ups).

The PLU's added to the system will match those set up on the various Tills in the club. When programming your tills, it is imperative that you allocate the same PLU number for the same products on each Till in the club. This will also assist the bar staff in using the same numbers wherever they may work in the club. It is quite okay for some Tills to have less PLU's then others, e.g. in Bistro Bars, Restaurant, etc.

For a complete coverage of PLU items refer to the section of the manual "Understanding Stocking Units, Base Units & PLU's" on Page 9 for more details.

On entry to the routine, the “PLU Maintenance” screen is displayed. It is from this screen that you determine the type of maintenance to be performed.

Add - PLU

To ADD a PLU, from the blank “PLU Maintenance” screen click the “New” button.

Enter PLU "Number". This “Number” can be numeric up to 4 characters and must be a unique number. It will be the same number as that programmed on the actual Till for this product.

You are able to check the PLU items already on the system by using the F8 option to display the PLU Lookup Screen. As a default, the PLU's are sorted in numeric order by PLU number. You can sort them by Description by selecting the Description option at the top of the Lookup screen.

Enter the PLU "Description". This “Description” can be alpha-numeric to 25 characters. Note that the PLU Descriptions on some Standard Tills are less than 25 characters (e.g. 16 characters is a common capacity). PC based Tills can handle 25 character Descriptions.

It is suggested, if possible, that you include in the "Description", the details of the size of the PLU Item, e.g.

BACARDI FULL NIPBACARDI HALF NIPBEER LITE 7oz.

This will assist users of the system to understand what type of unit they are working with.

Select the “Sales Group” for this PLU. Click the button to display a window listing the Sales Groups, as set up in the routine "Maintenance – System – Sales Groups” as detailed on Page 37.

The Sales Group is an important aspect of the system as the daily Till reports are printed by Sales Group and are used to post the Till Sales to the Cash Management system. Sales Groups are particularly useful if your Sales Accounts in your General Ledger are set up based on Products, e.g. SALES – BULK BEER; SALES – PACKAGE BEER; SALES – SPIRITS; etc.

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Master File Price IncreaseExport CSV



a) MASTER FILE (cont..)

Add – PLU (cont..)

The system then allows you to enter the various “Price” levels for this PLU in the “Pricing” section of the screen. This is only required if you have the Stock system linked directly to your Tills and wish to download pricing from the computer.

You are able to set a base Price Level for each PLU (e.g. the price in the Main Bar) and then have alternative Price Levels for Function Rooms, Restaurant, Happy Hour, etc. These different Price Levels can then be sent to specific Tills and Locations or at specific times in the case of Happy Hour.

If you wish to use this feature then you need to set up a price in at least Price Level 0. This will be the price used by the system in the event that there are no prices in the level you specify to be sent to the various Tills.

You then set a Price Level for Happy Hour (e.g. Level 6) and then specific Price Levels for different locations (e.g. Level 2 for Restaurant, Level 3 for Function Room 1, etc.).

This way, if a particular product, e.g. Imported Scotch, is not to be included in Happy Hour, then by leaving Level 6 blank, the system will revert to either the Default Level set for that Till or Level 0 in the absence of any other Price Level.

Enter the appropriate "Price" for the various Price Levels to be used. The Gross Profit percentages based on Last Cost and Average Cost are displayed for each Price entered.

The final step in adding a PLU is the completion of the “Structure” section of the screen.

Enter the "Base Unit" this PLU item points to or use the F8 option to display the Base Units Lookup Screen and select the required one. A PLU item may include more than one Base Unit, e.g. cocktail containing multiple spirits.

Enter the "Ratio" of the PLU to the Base Unit. This “Ratio” specifies the relationship between the PLU item and the Base Unit.

The “Ratio” will be a whole number if the Base Unit is not sold in part. Examples of Base Units that are not sold in part would be Stubbies, Bottles of Wine, etc. If the Base Unit was a single stubby, then a PLU for a carton of stubbies would have a ratio of 24. If the Base Unit was a bottle of Houghtons White Burgundy, then the PLU for a bottle of Houghtons White Burgundy would be 1.

The “Ratio” will be a decimal number if the Base Unit is sold in part. Examples of Base Units that are sold in part would be Bacardi – 1 Ltr, Beer Full – 1 Ltr, etc. If the Base Unit is a litre of beer, then a PLU for a 7oz glass would have a ratio of 0.1900 (i.e. a 7oz beer glass contains 190ml of beer). If the Base Unit is a litre of Bacardi, then a PLU for a 30ml full nip would have a ratio of .0300 (i.e. 30ml is .03 of a litre)

As all Base Units are either EACH or LITRE the ratio for standard measure glasses such as 30ml, 60ml, 7oz, Middy, Schooner, etc are the same for all products. The ratios for the common size glasses are set out under the heading “PLU Ratios to 1 Litre” in the section "Setting up your Stock Files" on Page 12.

Once the “Ratio” has been entered, the system displays the “Last Cost” and “Average Cost” for that component of the PLU. This then forms the basis for the calculation of the Gross Profit percentages in the “Pricing” section of the screen.

You are able to set up to 10 Base Units for each PLU. Multiple Base Units are required for such PLU’s as Cocktails and Meals (when the Stock Control system is used in the Catering section of the club). An example of a Cocktail PLU with multiple Base Units is shown on the following page.

The system displays the Total Unit Cost at the bottom of the screen allowing you to check how the Gross Profit percentages are calculated in the “Pricing” section of the screen.

Select the “Save” button once all the input is completed.

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a) MASTER FILE (cont..) Add – PLU (cont..)

A completed “PLU Maintenance” screen is shown below.

The PLU shown below is for a Cocktail with multiple Base Units and multiple Price Levels. The Price Levels may relate to different Locations within the club or for such times as Happy Hour.

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This PLU for a carton of VB Stubbies has a Ratio of 24.0 as the Base Unit is a single

VB Stubby.

Note the different Price Levels for this PLU.

This PLU for a Cocktail has multiple Base Units.



a) MASTER FILE (cont..)

Modify - PLU

To MODIFY the details stored for a PLU, enter the PLU “Number” or use the F8 option to display the PLU Lookup Screen and select the required one. Once the PLU to be modified is displayed, select the “Modify” button.


Description; Sales Group; Prices; Ratios


Delete - PLU

To DELETE a PLU, enter the PLU “Number” or use the F8 option to display the PLU Lookup Screen and select the required one. Once the PLU to be deleted is displayed, select the “Delete” button.

This routine will not allow you to delete PLU’s that are part of transactions stored on the system.

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b) PRICE INCREASE

This routine allows you to increase the prices of PLU’s based on selected Sales Groups. This is useful if you want to increase the prices for a related group of products or establish a new Price Level for another Location or Bar.

On entry to the routine, the “Price Increase” screen is displayed. The selections available then are:

Sales Group - display the available Sales Group by clicking the button and selecting the required one. All the PLU’s pointing to the selected Sales Group will have the Price Increase applied.

Percentage Increase - enter the percentage of the Price Increase (10% would be entered as 10.0)

Source Price Level - this is the Price Level that will be used as the basis of the percentage increase. It would normally be Price Level 0 as this is treated as the base Price Level for the PLU’s on the system.

Destination Price Level - this is where the new Price Level will be established. It may be for a different Location in the club that will have, for example, Price Level 2 as the default.

If you wanted to increase the Price Level 0 by 10% then you would set the “Source” and “Destination” Price Level as 0 (zero). This will replace the current prices in Price Level 0 with the new price based on the Percentage Increase.

Rounding Value - clicking the button displays the rounding options available with those available being 1 cent, 5 cents or 10 cents

Rounding Type - clicking the button displays the rounding types available with the options being “Round NEAREST”, “Round UP” or “Round DOWN”

An example of a completed “Price Increase” screen is shown below. In this example, the club is setting up a Price Level 2 based on a 10% increase on Price Level 0, for all PLU’s pointing to the Sales Group – BULK BEER.

c) EXPORT CSV

This routine allows you to export the PLU Master File in the “CSV” format. The only input required is the “Export Path” for the file.

Either enter the Path details or use the Browse button to select.

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C4) MAINTENANCE – SYSTEM (STOCK CONTROL)


Selecting “System” from the Maintenance Menu, results in the sub-menu to the right being displayed.

a) LOCATIONS

This routine allows you to set up the various Locations in your club. There is a maximum of 48 separate locations that can be set up for the Stock Control system.

Some thought should be given to setting up the locations to be used as it does affect the degree of discipline the club will need to implement when using the Stock Control system. The most important thing to note is that for each POS (Point of Sale) location, stock will need to be issued from the Cellar and any transfers between POS locations will need to be recorded and entered as Issues.

At least one location needs to be designated as non-POS as you can only Purchase into a non-POS location, e.g. CELLAR.

Sales can only be made from a POS location so bear this in mind when designating the different locations and whether they are POS or not.

Also, the basis of reporting in the stock reports is determined by whether or not the location is POS or not. Stock reports for non-POS locations will show the calculated stock quantities in Stocking Units (i.e. actual stock items). This is because all Purchases and Issues are entered using actual Stocking Units.

On the other hand, stock reports for POS locations show the calculated stock quantities in Base Units. Even though the Issues are entered as Stocking Units, the Sales are recorded as ratios of Base Units and hence that becomes the basis for the reporting.

Apart from the physical locations that exist in the club, you are able to set up locations for such things as Breakages, Corrections, Loans to other Clubs/Pubs, Wastage, Board Room, Promotions, etc. By issuing stock from physical locations to these areas, you are able to keep track of and cost items such as Breakages, Wastage, etc.

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Locations Sales GroupsProduct GroupsGlobalsOpticon Configuration

On entry to the routine the “Location Maintenance” screen is displayed.

Click on the line to be edited and type the “Description” for the Location.

In the “P.O.S.” column, click the button and select either Yes or No for whether or not this Location is to be a Point of Sale (POS) location.

Select the “OK” button when all the details have been completed.

A completed “Location Maintenance” screen is shown to the right.



b) SALES GROUPS

This routine allows you to set up the Sales Groups that are used in the Sales and Gross Profit Reporting. Each PLU entered on the system can be allocated a Sales Group. The system allows for up to 20 different Sales Groups.

Sales Groups are an important aspect of the system as the Daily Till reports are printed by Sales Group and are used to post the Till Sales to the Cash Management system. Sales Groups are particularly useful if you Sales Accounts in your General Ledger are set up based on Product, e.g. SALES – BULK BEER; SALES – PACKAGE BEER; SALES – SPIRITS; etc.

c) PRODUCT GROUPS

This routine allows you set up the Product Groups and Sub Groups used when adding Base Units. Each Base Unit must be allocated to a Product Group and Sub Group, and as the Stocking Units point to the Base Unit, they have the same group detail as their Base. The system provides for up to 10 Product Groups. Each Product Group can then contain up to 10 Sub-Groups, providing 100 groups in total.

Certain reports and master file listings will sort the stock items in Product Group and Sub Group order, enabling selective printing and sub-totaling of groups of stock. Hence, there are benefits in setting up the Groups in a logical manner.

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On entry to the routine the “Sales Group Maintenance” screen is displayed.

Click on the line to be edited and type the “Description” for the Sales Group.

Use the scroll bar at the right of the screen to scroll up and down. The routine will allow up to 20 Sales Groups to be set up.


A completed “Sales Group Maintenance” screen is shown to the right.

On entry to the routine the “Product Group Maintenance” screen is displayed.

Click on the line to be edited and type the Description for the Product Group.

You then have the option to type in up to 10 Sub Groups for each Product Group.


A completed “Product Group Maintenance” screen is shown to the right. The Product Group “BEER” has two Sub Groups set up as “BULK BEER” and “PACKAGE BEER”



d) GLOBALS

This routine provides options that allow you to customise the operation of the Stock Control system to better suit your requirements.

On entry to the routine, the “Global Maintenance” screen is displayed, with the options being:

Auto Issue Location

The system provides the option for small clubs to treat the whole club as one location and automatically Issue stock from the non-POS location, e.g. CELLAR, to a POS location, e.g. MAIN BAR.

It is intended to cover the situation where a club does not want to have to keep track of Issues from Cellar to Bar, from Bar to Bar, etc. and so, in effect, treat the whole club as one location. It does mean that the club will stocktake the whole club as one location and all calculated quantities will relate to the designated POS location, e.g. MAIN BAR.

In this routine, you enter the "Auto Issue Location " number or use the F8 option to display the POS locations set up on the system and select the required one.

Enter the POS location that will be used for all Sales in the club. This location would have been assigned a Number and Description via the routine "Maintenance – System - Locations" as set out on Page 36.

To have the Auto Issue flag set to OFF, enter "0" (zero) or select the “Not Active” option from the “Locations” window that is displayed with the F8 key.

By assigning an Auto Issue location number, the system will allocate all “Purchases” to the designated non-POS location, e.g. CELLAR, and then automatically Issue all stock to the POS location set up in this routine. This results in the calculated quantity of stock in the non-POS location (CELLAR) always being zero.

It is important to remember that with the “Auto Issue” option set, you do not enter a stocktake to any other Location except the “Auto Issue Location” set up in this routine.

Prompt for Large Unit Cost Variation (%)

This allows you to set the percentage at which a warning will be displayed during the processing of “Transactions – Purchases” (see Page 16) when you enter a Stocking Unit that has a Unit Cost different to the “Last Unit Cost”. This is intended to prevent errors in processing Purchases and also to flag a possible need to review the Selling Prices of stock items that have increased in cost.

Enter the required percentage in the “Prompt for Large Unit Cost Variation (%)” field. A 10% variation would be entered as 10.0

Prompt for Large Invoice Value Variation (%)

This allows you to set the percentage at which a warning will be displayed during the processing of “Transactions – Purchases” (see Page 16) when you have allocated all the Stocking Units but a variation still exists.

If this is only a very small number then it is of no concern. However, if the variation is substantial then the option is provided to allocate the variation equally over the cost of the selected Stocking Units. This is ideal if the variation is a Freight cost. If the variation is not Freight then maybe a line of the Invoice has been missed and so should be corrected.

Enter the required percentage in the “Prompt for Large Invoice Value Variation (%)” field. A 5% variation would be entered as 5.0

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d) GLOBALS (cont..)

System requires Cash Management

This setting only applies if you are running the Stock Control system without the Computer MAGIC Cash Management system.

Once all the details are completed, select the “Save” button.

A completed in “Global Maintenance” screen is shown below. In this example the “Auto Issue Location” has been set to ‘2’ – Main Bar.

e) OPTICON CONFIGURATION

This routine is used to set up the parameters for the Opticon portable Data Entry device. The Opticon device is used for recording Stocktakes by scanning Bar Codes and then downloading the Stocktake data into the Stock Control system.

On entry to the routine, the “Opticon Configuration” screen is displayed.

The settings will vary for each club so it is suggested that you contact Computer MAGIC for assistance.

A typical “Opticon Configuration” screen is shown below.

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C5) MAINTENANCE – TILLS (STOCK CONTROL)


Select the “Tills” option from the Maintenance Menu.

This routine is used to Add or Change the details of Tills connected to the Stock Control system. You only need to set up the details of the Tills in your club if you have them directly connected to your computer.

On entry to the routine, the details for up to 20 Tills are displayed. Highlight the Till Number you want to add or edit and then press the Enter key (alternatively, you can just double click on the line to be changed)

The “Change Till” window is then displayed allowing you to add or edit the details of the selected Till.

Enter the "Description" for the selected Till (up to 12 characters).

Enter the default "Price level" for this Till.

You would have determined the Price Level for each POS location when setting up the prices for each of the PLU's via "Maintenance – PLU – Master File" as detailed on Page 31. For example, Price Level 0 may relate to the Main Bar; Price Level 3 to the Function Rooms; Price Level 6 to Happy Hour, etc.

Enter the number for the Till "Location" or use the F8 key to display the Locations set up for your site that have been designated as POS (Point of Sale). The details displayed in this window are set up initially via "Maintenance – System – Locations" as described on Page 36.

If the selected Till is a PC-Based Till (as supplied by Computer MAGIC) then tick the check box next to “PC Till”.

A completed “Change Till” screen is shown below. This is a PC-Based Till with the default Price Level of zero and is located in the Bistro Bar.

Once all the details for the “Change Till” screen have been completed, then select the “OK” button to return to the “Till Maintenance” screen.

Continue to add or edit the details of the Tills, as required, in the “Till Maintenance” screen and select the “OK” button when completed.

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C5) MAINTENANCE – TILLS (STOCK CONTROL)

A completed “Till Maintenance” screen would appear similar to that shown below.

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Note that with Till 5 in the Dolphin Bar, the default Price Level has been set to 3. This is the Price Level for the Function Rooms


C6) MAINTENANCE – BAR CODES (STOCK CONTROL)


Select the “Bar Codes” option from the Maintenance Menu.

This routine is used to Add or Change the details of Bar Codes stored for the Stocking Units on the system. The only requirement for setting up these Bar Codes is if you are using an Opticon device to record Stocktakes by scanning Bar Codes.

On entry to the routine, the “Bar Code Maintenance” screen displays all the Stocking Units on the system.

To add a Bar Code for a Stocking Unit, simply click on the item and then click in a blank field in the “Bar Codes” column. Enter the Bar Code number(s) and select the “Save” button.

You are able to add more than one Bar Code for each Stocking Unit. This is useful if you consolidate a number of items on the one Stocking Unit, e.g. cans of softdrink, Vok Liqueurs, etc. When you scan any of the Bar Codes listed for a Stocking Unit, then they will be included in the Stocktake count for that Stocking Unit.

You will notice that once a Bar Code has been entered for a Stocking Unit, the word “Active” is displayed.

A sample “Bar Code Maintenance” screen is shown below.

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D1) REPORTS – SALES (STOCK CONTROL)By selecting “Reports” from the Main Menu, the following menu appears.

a) SALES BY DATEThis report provides Sales information for all PLU's, for a specified date range. The Sales information can be in the form of Quantities of sales items or $-Value. On entry to the routine, you are prompted for the following:

Enter the "Date from" and "Date to" for the report. You are able to use the Calendar option to select the required dates (see Page 8 for instructions). Note that the maximum date range is 31 days.

Select the required “Location” for the report. Click the button to display the Sales (POS) Locations that are available for the report and select the required one. The default option is “0 - ALL Locations”.

Select the required “Sales group” for the report. Click the button to display the Sales Groups that are available for the report and select the required one. The default option is “ALL groups”.

Select the required “Data type” by clicking the button with the options being “Quantity” or “Sales Value”.

Select the required “Sequence” clicking the button with the options being “PLU” or “Sales Group”.

Select “Prepare” to display the report and “Print” for a hard copy. “Clear” allows you to change the selections.

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Sales Stock Issues PLU’s Data StructureMaster Files

Sales by Date Sales by LocationGross Profit AnalysisDiscount by LocationSales by Month

Use the horizontal scroll bar to display more dates and the vertical scroll bar to display

more PLU’s.

Selecting “Sales” from the Reports Menu, results in the sub-menu above being displayed.


D1) REPORTS – SALES (STOCK CONTROL)

b) SALES BY LOCATION

To be completed.

c) GROSS PROFIT ANALYSIS

This report provides Gross Profit information for all PLU's, for a specified date range. The Gross Profit can be based on either Last or Average Cost.

The Gross Profit reports use the cost details of the Base Units for the calculation. If unexplained variations occur in the Gross Profit calculation for a particular PLU then check the costing information in the Base Unit that the PLU points to.

Enter the "Date from" and "Date to" for the report. You are able to use the Calendar option to select the required dates (see Page 8 for instructions). Note that the maximum date range is 31 days.

Select the required “Location” for the report. Click the button to display the Sales (POS) Locations that are available for the report and select the required one. The default option is “0 - ALL Locations”.

Select the required “Sales group” for the report. Click the button to display the Sales Groups that are available for the report and select the required one. The default option is “ALL groups”.

Select the required “Cost type” by clicking the button with the options being “Last Cost” or “Average Cost”.

Select the “Prepare” button to display the report and the “Print” button to print the report.

A sample ”Gross Profit Analysis” report based on “Last Cost” is shown below.

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D1) REPORTS – SALES (STOCK CONTROL)

d) DISCOUNT BY LOCATION

This report lists the amount of Discount included in the day’s sales for all the Point of Sale Locations set up on the system. It is used to record in your accounting system the amount that you are providing in Member discounts on a daily basis.

On entry to the routine you are prompted to enter the “Date” for the report and select the “Prepare” button.

The details of the Discount by Location are displayed with the option provided to select the “Print” button to produce a hard copy.

e) SALES BY MONTH

This report provides the facility to display or print Sales by Month for all or selected Locations. The option is available to list the sales by quantity or value.

On entry to the routine, the “Sales by Month” screen is displayed.

Select the required “Location” for the report with the default being “ALL Locations”. Click on the button to display the Point of Sale Locations that are available for the report.

Select the required “Data Type” with the options being “Quantity” or “Sales Value”.

Select the “Prepare” button to display the report for the selections made. You can use the scroll bar at the bottom of the screen to display all the months of the current year.

Select the “Print” button to produce a hard copy of the report.

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D2) REPORTS – STOCK (STOCK CONTROL)

By selecting “Reports” from the Main Menu, the following menu appears.

a) DETAIL BY ITEM

This screen-based report is the main report for checking stock details on the system. It allows you to display the current balance of each stock item for a selected Location for a specified Period. It also provides the details of all transactions that have affected the stock balance during the selected Period.

On entry to the routine, select the "Period" for the report. Click the button to display the Periods available for the report and select the required one. The default Period is the current Stock Period.

Select the "Location" for the report or use the F8 option to display those available and select the required one.

Enter the Part "Number" for the report, or use the F8 option to display those applicable to the selected Location.

If the selected Location is a "Point of Sale (POS)" location then the Part number will be the Base Unit. You are then provided with the option to click the “Cross Reference” button at the bottom of the screen. This allows you to select a Stocking Unit and the system will automatically insert the Base Unit for that Stocking Unit in your report. This is very useful if you are not sure of the Base Unit for a particular Stock Item you want to report on.

If the Location is a "non-POS" location then the Part number will be the Stocking Unit.

Once the required Part "Number" has been selected, click the “Show” button to display the report. The report displays the Opening balance for the item for the Period, all the transaction types for each day in chronological order, a progressive stock balance and finally a Closing balance.

The options available then are as follows:

Select the “Prior” button to display the report for the previous Period

Select the “Next” button to display the report for the next Period

Select the “Clear” button to change the settings for the report, i.e. the Location or the Part Number

Highlight any of the transaction lines to display how the details were calculated. Either press the Enter key to display the details or simply double click the selected line.

If the selected transaction line is “Sales” then the detail window shows, for each sales input, the:Till Number; the Description and Number of the PLU’s making up the sales input; and the actual factored Quantity of the stock item. (“Sales” transactions will only appear in the POS Locations)

If the selected transaction line is “Issues” then the detail window shows, for each Issues input, the:Location the Issue was from; the Description and Number of the Stocking Units making up the Issue; and the actual factored Quantity of the stock item.

If the selected transaction line is “Stocktake” then the detail window shows, for each Stocktake input, the:Stocktake reference number; the Description and Number of the Stocking Units making up the Stocktake; and the actual factored Quantity of the stock item.

If the selected transaction line is “Purchases” then the detail window shows, for each Purchase, the:Supplier Name; the Description and Number of the Stocking Units making up the Purchase; and the actual factored Quantity of the stock item. (“Purchase” transactions will only appear in the non-POS Locations)

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Detail by Item Stocktake ValuationStock VariancesMulti Location Variation

Selecting “Stock” from the Reports Menu, results in the sub-menu above being displayed.



a) DETAIL BY ITEM (cont..)

A typical “Stock Detail by Item” report for a POS Location would be similar to that shown below.

Version 1.0

By double clicking on a transaction line (i.e. Sales for the 1st July) the

detail screen is displayed as shown below.



b) STOCKTAKE VALUATION

This report prints the value of Stock as at the date of a specified Stocktake for selected Locations. It lists the actual Quantity entered for the Stocktake, the Last or Actual Cost and the Value based on the selected Cost option.

If a Physical Stocktake has not been entered for an item on the specified Stocktake date, then it is assumed that there was NO stock.

On entry to the routine the “Stocktake Report” screen is displayed.

Enter the "Stocktake Date" for valuation. This must be a date for which an actual Stocktake has been entered into the system.

Select the “Valuation Method” to be used for the report by clicking on the button. The three available options are:

“Last Cost”, “Average Cost” or “End of Month Cost”

Select the Locations to be included in the report by ticking the check box next to the required ones.

A sample “Stocktake Report” screen is shown below with three Locations selected.

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The option is provided to include all the Locations by

selecting the “All Locations” button.

You can untick the checkboxes for selected Locations by clicking the

“Clear” button.



c) STOCKTAKE VARIANCES

This printed report lists variations between the Actual Stocktake entered after a physical count and the Calculated Quantity for each stock item as determined by the system. The report will highlight if problems exist and these will typically be in one or more of the following areas:

The setup of your stock system, where there are incorrect ratios or proportions in the relationships between Stocking Units, Base Units and PLU’s

Mistakes are being made in the transactions processed in the Stock Control system. These may be with Purchases, Sales, Issues, or the Stocktake itself.

That there are problems with stock movements not being recorded. These may be in the areas of Sales or Issues.

That a problem exists with stock pilfering or theft.

The report includes the Actual Quantity entered in the Stocktake for each stock item, the converted Quantity, the Calculated Quantity by the system and any Variation between the two. If a Physical Stocktake has not been entered for an item on the specified Stocktake date, then it is assumed that there was NO stock. Any Calculated Quantities will be treated as a Stock Variation.

On entry to the routine you are prompted to enter the "Stocktake Date" for the report. This must be a date for which an actual Stocktake has been entered onto the system.

Select the Locations to be included in the report by ticking the check box next to the required ones.

A sample “Print Stock Variations” report screen is shown below with the three POS Locations selected.

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The option is provided to include all the Locations by

selecting the “All Locations” button.

You can untick the checkboxes for selected Locations by clicking the

“Clear” button.



d) MULTI LOCATION VARIATION

This report details variations in stock across multiple Locations (both POS and non-POS). It is very useful in determining whether stock is missing or that the variation in one Location is offset by a corresponding variation in another Location.

On entry to the routine the “Multi Location Variation” screen is displayed.

Enter the “Stocktake Date” as the basis for the report. If a stocktake entry has not been entered for an item then it is assumed that the Stocktake count for that date is zero.

Enter the “Discrepancy (+/-)” that you want the report to highlight. Leaving this field blank will include all stock items with discrepancies in the report.

Select the Locations to be included in the report by ticking the check box next to the required ones. If both POS and non-POS Locations are included in the selections then the report will be shown in Base Units.

Select the “Prepare” button to display the report.

Select the “Print” button to produce a hard copy of the report.

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D3) REPORTS – ISSUES (STOCK CONTROL)


a) ISSUE VALUATION BY PERIOD

This report will display or print the valuation of Issues, for a specified Period, from one selected Location to another selected Location.

As all transaction details are included, the report can be used for checking against Issue sheets for accuracy of input. It can also be used for determining Cost of Sales figures for Point-of-Sale (POS) locations or Cost Centres.

On entry to the routine, the “Issues Valuation” screen is displayed.

Enter the Stock “Period of Issue” for the report. This can be any Period in the current financial year up to the current Stock Period.

Select the “Valuation” method to be used for the report by clicking on the button. The three available options are:

“Last Cost”, “Average Cost” or “End of Period (EOP) Cost” (i.e. the Cost as at the last End of Period)

Enter the "Issued FROM" Location or use the F8 option to display the Locations on the system and select the required one.

Enter the "Issued TO" Location or use the F8 option to display the Locations on the system and select the required one.

Select the “Prepare” button to display the report. Select the “Print” button to produce a hard copy of the report.

b) ISSUES VALUATION BY DATE

This report will display or print the valuation of Issues, for a specified Date, from one selected Location to another selected Location.

On entry to the routine, the “Issues Valuation” screen is displayed.

Enter the Stock “Date of Issue” for the report. This can be any Date in the current financial year up to the end of the current Stock Period.



Enter the "Issued FROM" Location or use the F8 option to display the Locations on the system and select the required one.

Enter the "Issued TO" Location or use the F8 option to display the Locations on the system and select the required one.


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Issue Valuation by PeriodIssues Valuation by DateIssue Valuation Summary

Selecting “Issues” from the Reports Menu, results in the sub-menu above being displayed.


D3) REPORTS – ISSUES (STOCK CONTROL)

b) ISSUE VALUATION SUMMARY

This report will print the Valuation of Issues for a specified Period for EVERY Location showing total values only.

On entry to the routine, the “Issues Summary” screen is displayed.

Enter the Stock “Period” for the report. This can be any Period in the current financial year up to the current Stock Period.




A sample “Issues Summary” displayed report is shown below.

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D4) REPORTS – PLU’s (STOCK CONTROL)


Selecting “PLU’s” from the Reports Menu, results in the sub-menu to the right being displayed.

a) PRICE LIST

This report displays or prints the Price Levels (0 – 9) for each PLU on the system.

A printed copy of the Price List is useful for checking that all prices are valid, that certain PLU’s are not included in Price Levels for promotional purposes (e.g. Happy Hour) purposes and as an historical record of the prices in place at a particular time.

On entry to the routine the “PLU Price List” screen is displayed. Use the scroll bar at the right of the display to move up and down the listing.

Select the “Print” button for a hard copy of the Price List.

b) GROSS PROFIT

This report displays or prints the Gross Profit percentage for each PLU for specified Price Levels. It is very useful in checking that the club is achieving the desired Gross Profit at the various Price Levels used on the Tills.

The report lists for each PLU the following details:

Selling Price at the selected Price Level Last Cost Gross Profit percentage based on the Last Cost Average Cost Gross Profit percentage based on the Average Cost

On entry to the routine the “Gross Profit by PLU” screen is displayed.

Enter the required “Price Level” for the report with the options being 0 through to 9. These Price Levels are established as you enter the PLU details or set up via the “Price Increase” routine as described on Page 35.

Select the “Calculate” button to display the report for the selected “Price Level”.

Select the “Print” button for a hard copy of the Price List.

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Price ListGross ProfitAvailable PLU’sUnused PLU’s


D4) REPORTS – PLU’s (STOCK CONTROL)

c) AVAILABLE PLU’s

This routine allows you to display or print a list of available PLU’s within a specified number range.

On entry to the routine the “Available PLU’s” screen is displayed.

Enter the “Range From” and “Range To” for the report.


d) UNUSED PLU’s

This routine allows you to display or print a list of unused PLU’s in the current financial year. In effect, it lists those PLU’s with no sales recorded for them in the current financial year. It is useful in determining the PLU’s that can be deleted from the system, as they are no longer required.

On entry to the routine the “PLU’s with NO Sales” screen is displayed, listing all the PLU’s in ascending number order. Use the scroll bar to display the complete list.

Select the “Print” button to produce a hard copy of the listing.

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D5) REPORTS – DATA STRUCTURE (STOCK CONTROL)


Select “Data Structure” from the Reports Menu.

This printed report lists the relationship you have set up between the Stocking Units, the Base Units and the PLU’s.

It is invaluable when you are checking the set up of your Stock Control system. If you followed the suggestions outlined in the section titled “Setting up your Stock files” on Page 10 of this manual, then this report will confirm that you have correctly entered the relationships between Stocking Units, Base Units and PLU’s correctly.

In simple terms, if the relationships listed in this report are not correct then the Stock Control system will not be an effective management tool.

The report lists the Stocking Units in the first column and the Base Unit they point to in the second column. The PLU’s that point to these Base Units are then listed in the third column. It is a very simple task to check that both the Stocking Units and the PLU’s are pointing to the correct Base Unit.

Two other important things to look for in the report are:

Base Units that do not have at least one Stocking Unit pointing to it. This will mean that there is no way the Base Unit will ever have Purchases, Issues or Stocktakes processed for it.

Similarly, if a Base Unit does not have at least one PLU pointing to it then there is no way that the Base Unit will ever have Sales processed for it.

On entry to the routine the following prompt is displayed:

Select the “Print” button to list the “Data Structure” report.

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D6) REPORTS – MASTER FILES (STOCK CONTROL)


Selecting “Master Files” from the Reports Menu, results in the sub-menu to the right being displayed.

a) STOCKING UNITS

This routine displays or prints the details stored for the Stocking Units stored on the system. These details are entered via the “Maintenance – Stocking Units” routine as detailed on Page 26.

On entry to the routine the “Stocking Unit Master List” is displayed.

Use the scroll bar at the right of the display to move up and down the listing.

Select the “Print” button for a hard copy of the “Stocking Unit Master List”.

b) BASE UNITS

This routine displays or prints the details stored for the Base Units stored on the system. These details are entered via the “Maintenance – Base Units” routine as detailed on Page 29.

On entry to the routine the “Base Unit Master List” is displayed.


Select the “Print” button for a hard copy of the “Base Unit Master List”.

c) PLU’S

This routine displays or prints the details stored for the PLU’s stored on the system. These details are entered via the “Maintenance – PLU – Master File” routine as detailed on Page 31.

On entry to the routine the “PLU Master List” is displayed.


Select the “Print” button for a hard copy of the “PLU Master List”.

d) UNUSED STOCKING UNITS

This routine displays or prints the Stocking Units without transactions in the current financial year. It is useful in determining the Stocking Units that can be deleted from the system, as they are no longer required.

On entry to the routine the “Stocking Units with NO Transactions” is displayed. Use the scroll bar at the right of the display to move up and down the listing.

Select the “Print” button for a hard copy of the “Stocking Units with NO Transactions” listing.

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Stocking UnitsBase UnitsPLU’sUnused Stocking Units


E1) PERIOD RESET – END OF MONTH (STOCK CONTROL)

By selecting “Period Reset” from the Main Menu, the following menu appears.

Select “End of Month” from the Period Reset Menu.

This routine effectively closes off the month in the Stock Control system. It will reset the pointers for the new month and establish an opening stock figure for each Stocking Unit. No further posting into the old stock period will be possible.

The opening stock figure will be either:

The Physical Stocktake entered as the final transaction for the Period, or

The Calculated Quantity as determined by the system from the Purchases, Issues, and Sales processed for the Period, if a Physical Stocktake has not been entered

** A BACKUP should be taken PRIOR to running the End of Month routine. **

On entry to the “End of Month” routine, the system prompts for you to enter the Security “Password”. This password is unique to each set of data files and is issued by Computer MAGIC on payment for the system. It does not change from year to year and only becomes inoperable if you change the name of the club.

The Security “Password” is entered as 99-9-99 via the numeric keyboard.

A “you must enter the CORRECT security password” response means you have entered the number incorrectly or you have the wrong security password for your club’s data files. In this case, contact Computer MAGIC.

The “End of Month” screen is displayed showing the status of the current Physical Period, Accounting Period and Stock Period. The system will allow the Physical Period to be one month ahead of the Accounting Period. The Stock Period cannot exceed the current Accounting Period. The New Stock Period date is also displayed and this will become the current Stock Period if you complete the “End of Month” routine successfully.

(Note : Both the Physical and Accounting period End of Month routines are processed in the Cash Management system).

The routine also provides the option to select those Locations that you want the system to insert a zero stocktake for any stock items that did not have a Physical Stocktake entered as the last transaction for the current Period. This is a useful option if you are certain that you have entered a Physical Stocktake for all stock items and any that have not been entered you want the system to record them as having zero stock.

The system allows you to selectively include the Locations that you want this option to apply to by ticking the check box next to the required Location.

If you choose not to use this option and leave the Locations unticked then the system will retain the Calculated balance for all items on the system that have not had a Physical Stocktake entered at the end of the Period. This would be the selection if you have NOT done a Stocktake at the end of the Period for selected or all locations.

You can apply this option to all Locations by selecting the “All Locations” button.

You can reset the selections you have made for the Locations by clicking the “Clear” button.

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End of MonthEnd of Year


E1) PERIOD RESET – END OF MONTH (STOCK CONTROL)

An example of an “End of Month” screen is shown below.

In this case the “Current Stock Period” is Period 9 (30th June 2002) and the “New Stock Period” will be Period 10 (31st July 2002).

A warning would appear if you had not completed an End of Accounting Period prior to the End of Stock Period (i.e. you could not do an End of Month for Stock in Period 9 unless the Accounting Period was in Period 10)

E2) PERIOD RESET – END OF YEAR (STOCK CONTROL)

This “End of Year” routine is only required if you are running the Stock Control system without the Computer MAGIC Cash Management system.

If you are running Stock Control integrated with Cash Management (the normal situation) then the End of Year procedure for Stock is included in the Cash Management End of Year.

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BACKUP & RESTORE DATA FILES

The importance of maintaining a good Backup system cannot be over-emphasised. It allows you to recover from a system crash or corrupted files resulting from electrical outages. You can return to a previous point in time when you know the files are correct and re-enter data, as required. A good Backup system will substantially reduce your ongoing support costs.

The Stock Control data files are normally backed up as part of the Cash Management backup routine as the files for both systems are integrated.

The Computer MAGIC Cash Management / Stock Control CD that is delivered with the system has a Backup and Restore system included (the program is named CMBakRes.exe). The program uses the WINZIP system and the associated Add-On Utility (both of these modules are included on the CD). During the installation process an icon is added for Backup & Restore that significantly automates these two processes.

a) BACKUP

When you select the Backup/Restore icon from your Cash Management/Stock Control folder, a screen similar to that shown below is displayed. The first step is to select the data files you want to Backup from the “Datasets” window. In the example below the data files for the Downtown RSL Club have been selected for Backup.

The next step is to edit the location of the Zipped Backup File as displayed by the system. The system displays the last Backup file used for this set of data files. You can edit the entry displayed or select the Browse button to locate the folder and file that you require. This location could be as simple as A:\CashMan.Zip

The final step is to select the “Backup” button at the bottom of the screen. Follow the prompts as displayed by the WINZIP routine.

b) RESTORE

The Restore function is very similar to the Backup function described above. The first step is to select from the “Datasets” window the data files you want to Restore. The system then displays the path and file name of the last Backup for this set of data files in the “Location of Zipped Backup File” text box. You can edit the entry displayed or select the Browse button to locate the folder and file that you require.

The final step is to select the “Restore” button at the bottom of the screen. Follow the prompts as displayed by the WINZIP routine.

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INITIAL INSTALLATION – GETTING STARTED

The Computer MAGIC Stock Control system is supplied on CD. After inserting the CD in the CD-ROM drive the SETUP.EXE program will automatically execute. If the program does not automatically run, then manually execute SETUP.EXE via the Windows “Start – Run” routine.

a) SYSTEM REQUIREMENTS

The Computer MAGIC Stock Control system has the following minimum hardware and system software requirements:

Windows 95 Operating System Pentium I – system processor 64Mb RAM memory 120Mb free disk space

b) COMPUTER MAGIC - SYSTEM INSTALLATION

If the installation of the Stock Control system is the first Windows-based Computer MAGIC system to be installed at your site, then you will need to initially install the system software and database software.

On the Server, you will need to install the “Borland Database Engine” and the “Computer MAGIC Utilities”.

On each terminal that will be running a Computer MAGIC application (e.g. Stock Control), you need to install the ”Borland Database Engine”.

The steps involved then are as follows:

i. On the Server, ensure that you have installed the “Borland Database Engine” and the “Computer MAGIC Utilities”

ii. For each terminal on the network that will be running the Stock Control system, you need to install the “Borland Database Engine”.

iii. On the Server, run the Stock Control setup routine - SETUP.EXE (see instructions under the heading “Install Stock Control” below).

iv. Edit the Cash Management configuration file (CM.INI), which is in the Programs directory (see the section “Editing the Configuration File” below for details on how to do this).

v. Set up a folder and the shortcuts for the Stock Control program. The names and locations of the program and files you should set up shortcuts for are detailed on the following page.

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c) INSTALL STOCK CONTROL

After the Stock Control setup routine has been executed, the system steps you through the installation as with a standard Windows Install Wizard.

The first screen is a “Welcome” screen. This details a warning concerning copyright and unauthorised reproduction or distribution of the software. It should be noted that the system has a number of protection mechanisms built into it, including annual registration numbers and security numbers to access End of Month and End of Year routines.

Click the “Next” button to continue with the Setup routine.

The next step in the process is to choose the “Destination Location”. From this screen you determine in which directory the Stock Control system is installed. The Install Wizard will automatically install the system in the C:\Program Files\Magic\Cashman directory.

Select “Next” to install to this directory or select “Change” to choose another directory.

The system then displays the “Current Settings” screen detailing the settings you have set up during the previous parts of the Install Wizard. Select the “Back” button if you need to go back and edit any settings, select “Install” to continue with the installation using the displayed settings.

Select the “Finish” button to complete the installation.

You are then in a position to set up shortcut to the Stock Control programs with the ones suggested as follows:

TYPICAL LOCATION PROGRAM DESCRIPTION

o Program Files\Magic\Cashman\Programs Stock.exe Stock Control program

o Program Files\Magic\Cashman\Programs Stockdata.exe Stock Control Data utility

o Program Files\Magic\Cashman\Manual Stock_Manual_V#.doc Stock Control manual in Word with V# designating the version number

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d) EDITING THE CONFIGURATION FILE

Once the Stock Control system is installed, the next step is to edit the Cash Management Configuration file (CM.INI). The CM.INI will be in the Programs directory, a sub-directory of the location selected in the “Install Stock Control” routine described above. Via Explorer, locate the file and edit it, as below.

Some points about this CM.INI file:

The first line must be [Alias] The first path must be ‘Alias1’ (the second path ‘Alias2’, etc.)

Followed by an ‘=’ signFollowed by the UNC path to the data The UNC path always commences with a ‘\\’ An example would be

\\NTServer\Program Files\Magic\Cashman\DataFollowed by a comma ’,’Followed by ‘CM1’ (if it is data path 1) or ‘CM2’ (if it is data path 2)Followed by a comma ’,’Followed by a Description of the data (e.g. the club’s name – Downtown RSL Club)

There are NO spaces before or after the ‘=’ sign or the commas ‘,’ It is suggested that you enter your most accessed data files as Alias1, the next most used as Alias2, etc.

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e) MULTIPLE DATA FILES

The system enables the set up of multiple sets of Stock Control data. This may be useful if you run separate Stock Control systems for remote locations, have previous years data files on the system or you may wish to have a practice set of data for training purposes.

In the example of the CM.INI file above, there are two sets of data denoted as ‘Alias1’ and ‘Alias2’. These then were given the descriptions of Downtown RSL Club and Downtown Training Files.

With this setup in your CM.INI file, when you go into the Stock Control system the following screen would be displayed. This then allows you to choose which set of data files you want to access. Just highlight the required set of data and select the “OK” button.

You will notice that this screen is in the order of ‘Alias1’ (Downtown RSL Club), ‘Alias2’ (Downtown Training Files). Putting the most accessed data files as ‘Alias1’ makes entry to the system more efficient.

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f) GETTING STARTED FOR A NEW INSTALLATION

The steps set out below are for clubs that are installing the system for the first time and have not upgraded from the Computer MAGIC DOS-based version. Once you have the Stock Control system installed, the procedure for getting the system operational is as follows:

In the Stock Control system:

1. Setup the required Product Groups and Sub-Groups via "Maintenance – System – Product Groups" as detailed on Page 37.

2. Set up the Locations to be used via "Maintenance – System – Locations” as described on Page 36.

3. Setup the required Sales Groups via "Maintenance – System – Sales Groups" as detailed on Page 37.

4. Plan out the details of your Stocking Units, Base Units and PLU's as described in the section "Setting up your Stock Files" on Page 10.

5. Enter the Base Units via "Maintenance – Base Units" as described on Page 29.

6. Enter the Stocking Units via "Maintenance – Stocking Units" as described on Page 26.

7. Enter the PLU’s via "Maintenance – PLU – Master File" as described on Page 31.

8. If you are connecting your Tills to the system then set up the Names, Location and type of Till to be connected via "Maintenance – Tills" as outlined on Page 40.

9. If you plan to run the whole club as one Location, then select this option via "Maintenance – System – Globals" as set out on Page 38.

10. Once you have completed the set up of all files, you should plan to start processing transactions through the system in conjunction with the roll-over of a new Period.

Let us assume you are planning to start the Stock Control system on October 1st, and the club's financial year finishes in June. This means you will start the Stock Control system in Period 4. With the Stock Period set at Period 3, take a Physical Stocktake as at September 30 and enter the details via "Transactions – Stocktake” as described on Page 23. Be sure to enter the date for the Stocktake as the last day of Period 3, e.g. 30th September.

With the Accounting Period in Cash Management set to Period 4, process a Stock Period "End of Month" - see Page 57 for details. This will result in the Stocktake entered at the end of the previous Period being set as the Opening Balance for the current Period

In the Cash Management system

11. You need to designate which Accounts, set up in the Cash Management system, are to be "Stock” Accounts. This has the effect of flagging Stock Purchases during the input of Creditor invoices.

The type of Accounts designated as Stock Accounts would typically be Purchase Accounts. Other Accounts, e.g. Bar Freight that you want to include in the costing of the Stock should be also coded as "Stock” Accounts.

To designate an Account as a "Stock” Account, use the "Account Maintenance” routine to mark the Account as both “Trading” and “Stock Account”.

You are now in a position to commence processing Purchases via Cash Management, and Issues, Sales and Stocktakes via the Stock Control system.

At this point, it would be beneficial to review the section of the manual "A TYPICAL MONTH'S PROCESSING" on Page 65.

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“A TYPICAL MONTH’S PROCESSING”

A typical month's processing in the Stock Control system will vary considerably from club to club. However, there are two underlying principles that need to be kept in mind:

a) For a high level of stock control, there is no alternative to frequent Stocktakes to constantly compare how the various transactions entered into the system and the resulting Calculated Quantities, compare with what is physically in the club.

It is almost impossible to isolate stock discrepancies down to a transaction if you are only doing monthly (or less frequent) Stocktakes. A number of clubs will do partial Stocktakes every day and this is the only way to accurately identify and correct stock variations.

b) To gain maximum benefit from the Sales and Gross Profit reporting on the system, Sales should be entered daily. This will not be a problem for the clubs with their Tills on-line to the Stock Control system as the operation is a very quick one.

For those clubs entering Sales manually and only performing Z reads weekly (or less frequent), the Sales reporting and the opportunity to closely monitor stock variations will be minimal.

For the clubs that enter Sales weekly or monthly and only Stocktake monthly, then the system becomes little more than a Stock Valuation system. It is all a matter of what priority the club gives to Stock Control and whether the time invested is justified by the resulting improvement in Gross Margin.

Bearing the above points in mind, set out below would be a typical month's processing in the Stock Control system. The starting point is when you have just completed an "End of Month" in the Stock Control system. Let us assume that October is the current Stock Period.

The steps involved in the processing of stock in a typical month would be:

1. In the Cash Management system, Creditor invoices that contain stock items should be processed as they are received in the club. If you hold back the processing of the invoice till the end of the month then the Calculated Quantities in the Cellar will not be accurate. Creditor invoices are entered via "Transactions – Creditor and Payment – Creditor Invoice".

2. Issues of stock between the various locations in the club should be processed daily. Again, unless these transactions are entered, the Calculated Quantities on the system will not be accurate. Issues are entered via "Transactions – Issues” as detailed on Page 19.

For those clubs who treat the whole club as one location (and have an "Auto Issue Location” set up in the “Globals” routine) there is no need to process Issues.

3. If the club has their Tills connected to the system, then the "Run End of Day" routine must be completed in the Till Control Program. In the Stock Control system use the routine "Transactions – Sales – Import from Tills”, see Page 22, to process the Sales for the day.

4. If the club is manually entering Sales from the till tapes, then these should be entered daily via “Transactions – Sales – Manual Input” as set out on Page 21.

5. Stocktakes will be entered as frequently as possible, to allow continual monitoring against the system's Calculated Quantities. These Stocktakes may be only one Location at a time or even a partial count of a certain type of Stock item. It could be just a count of the highest volume items.

The Stocktakes are entered via "Transactions – Stocktake" as set out on Page 23. Refer to the Section "How to - Process a Stocktake" on Page 68 for full details.

6. At the end of the month (e.g. October), the End of Physical Period would have been completed in the Cash Management system opening up the next calendar month (November). You are then able to enter Issues, Sales and Stocktakes for November even though the current Stock Period is October

At around the second or third week of November, the End of Accounting Period for October would be completed in the Cash Management system. It is at this point that you process the "End of Month" in the Stock Control system as detailed on Page 57.

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“A TYPICAL MONTH’S PROCESSING”

7. Once the Stock Period "End of Month" has been processed, you are not able to enter any transactions into that Period. It is important then that any corrections are completed prior to processing the Stock Period "End of Month".

8. As the system allows you to print or display reports for any prior Period, there are no reports that must be printed prior to processing the "End of Month" routine.

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THE “HOW TO……….” GUIDE

** How to – Add a new Stock Item

After the initial installation and set up of the Stock Control system, the situation will occur where you need to add a new Stock Item. This could be a different size bottle of Spirits that you did not previously stock, a new type of packaged beer, or a completely new product now available on the market.

The procedure for adding the new Stock Item depends on how you are going to sell the new product on your Tills. There are two options:

1. If you are going to process the Sales of the new item on an existing PLU on your Tills, then all you need to do is add the details of the new Stock Item via "Maintenance - Stocking Units" - see Page 26. The Base Unit you will use for the new Stocking Unit will be the one used by the PLU that you are going to use for processing the Sales.

2. If you are going to set up an additional PLU on your Tills for the new Stock Item, then the steps are as follows:

Set up a Base Unit for the new item via “Maintenance – Base Units” as detailed on Page 29.

Set up a Stocking Unit for the new item via “Maintenance – Stocking Units” as detailed on Page 26.

Set up a PLU for the new item via “Maintenance – PLU – Master File ” as detailed on Page 31.

** How to – Add a new PLU

After the initial set up of the system, the need to add a new PLU is relatively uncommon. With the way the system is designed, there is no need to add or change PLU's if you start stocking different size bottles, casks, etc.

One reason for adding a new PLU would be a result of you stocking a completely new product, the Sales of which, you want to keep separate from any other item you sell. In this case, refer to the section above "How to - Add a new Stock Item", for details.

If you simply want to increase the number of PLU's for better Sales Analysis and Gross Profit reporting, or for the convenience of the bar staff, then use the routine "Maintenance – PLU – Master File", see Page 31 for details. You will be able to use the existing Base Units already on the system, so no other steps are involved.

If you have your Tills linked directly to the system, then you should also set the Price Levels for the new PLU's via "Maintenance – PLU – Master File”, as detailed on Page 31.

** How to - Add a Stock Item while processing Purchases

The situation will occur when processing Purchases in the Stock Control system, that a new Stock Item will need to be added. This would occur when you purchase a new product that has not been set up on the system previously. You do NOT need to exit the routine to add a new Stock Item.

Simply click on the “Add Part No.” button at the bottom left corner of the “Stock Purchases” screen. This will open up the “Stocking Unit Maintenance” screen and will allow you to enter a new stock item.

The "Base Number" you use for the new Stock Item is determined by how you will record the Sales for this new item on your Tills. If Sales for this new Stock Item are to be recorded on an existing PLU on your Tills, then select the "Base Number" currently allocated to that PLU.

If Sales for the new Stock Item are to be recorded on a new PLU, then you will need to create a new Base Unit. You can do this while adding the new Stock Item. Select the "Add Base” button from the “Stocking Unit Maintenance” screen and enter the required Base Unit. This then allows you to set up a Base Unit as well as a Stocking Unit, all in the one operation.

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** How to - Process Purchases

The processing of Purchases of Stock is a two-step process.

1. The first step is the recording of the fact that stock items have been purchased in the Cash Management system. Complete instructions for this step are set in the section “Input Purchases of Stock” as detailed on Page 13.

2. The second step is to process the details of the Purchase via “Transactions – Purchases” in the Stock Control system as described on Page 16. It is at this stage that the details of the stock items are entered, the Quantity, Location, Cost, etc.

** How to - Process Issues

Issues of Stock are entered in the Stock Control system via the "Transactions – Issues" routine as detailed on Page 19. Issues should be processed daily and, for accurate Stock Control, must include all movement of stock from one location to another.

The only situation where you do not need to record and process Issues is where you treat the whole club as one Location. In this case you would have set up an "Auto Issue Location” in the “Maintenance – System – Globals" routine. The system automatically Issues all Purchases from the Cellar to the designated POS location.

** How to - Process Sales Manually

For clubs that do not have their Tills connected directly to the system, Sales are entered from the Till tapes via "Transactions – Sales – Manual Input”, as described on Page 21.

** How to - Process Sales directly from Tills

For clubs with their Tills connected to the system, the processing of Sales is a two-step operation.

1. From the Till Control Program, run the "End of Day" routine.

2. To process the Sales, in the Stock Control system, run the “Transactions – Sales – Import from Tills” routine as detailed on Page 22.

** How to - Process a Stocktake

The first step in processing a Stocktake is to print the "Stocktake input sheets" for all or selected Locations.

You then enter the Stocktake via "Transactions - Stocktake" as detailed on Page 23.

You can then check the variations between the Physical Count and the Calculated Quantities via the "Reports – Stock – Stock Variances" report, see Page 49.

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** How to - Post to a Stock A/C without allocating Stock

The situation may arise in the Cash Management system where you need to process a Creditor invoice to a Stock Account but not want to flag the transaction as a Stock Purchase for later processing in the Stock Control system.

This could occur where you are processing a correction or a contra invoice for the Creditor and the Stock Account but do not want to allocate the amount to the Stock Control system.

In this case, via the "Maintenance – Accounts – Account Maintenance" routine, select the relevant Stock Account and untick the “Stock Account” check box. Via “Transactions – Creditor and Payment – Creditor Invoice”, process the transaction.

Once completed, be sure to return to the "Account Maintenance" routine and tick the "Stock Account” check box for the Stock Account.

** How to - Include Freight from a separate invoice in the Stock Allocation costing

For clubs that want to include freight in the costing of their Stock items, a problem can arise when the freight for particular Stock Purchases is on a separate invoice. This could be from the same Creditor or even from a different Creditor. Unless processed correctly, these separate freight invoices will not be included in the costing for the Purchases they relate to.

The steps involved in correctly addressing this problem are as follows:

1. In the Cash Management system, you need to set up a FREIGHT CLEARING A/C via the "Account Maintenance” routine. The "Account type" field must be set to "Trading".

2. To be able to include the freight with the Stock invoice costing that it relates to, you need to have available the Freight invoice at the time you process the Stock invoice.

3. When you enter the Stock invoice via "Transactions – Creditor and Payment – Creditor Invoice”, you allocate the freight amount to the Bar Freight Account that is designated as a Stock Account, and the same amount as a negative to the Freight Clearing Account. This results in the invoice total being correct and allows you to allocate the value of the Purchases as well as the Freight as a Stock Purchase for later processing in the Stock Control system.

4. You then process the Freight invoice via "Transactions – Creditor and Payment – Creditor Invoice” for the same or a different Creditor. The amount of the freight is then entered as a positive value to the Freight Clearing Account. This will contra the negative amount from the Stock invoice leaving the Freight Clearing Account with a zero balance

** How to - Fix incorrect Purchase transactions in the Stock Control system

Situations may arise where a Stock Purchase in the Cash Management system has been made to the Cellar that is either incorrect or a duplicate of the correct posting.

Rather than try to correct this via "Transactions – Creditor and Payment – Creditor Invoice" in the Cash Management system, it is easier to process an Issue from the Location, (e.g. Cellar) to another Location set up as "Corrections" or "Adjustments".

Via the routine "Maintenance – System - Locations" as detailed on Page 36, set up a Location as "Corrections" or another appropriate name.

Then via "Transactions - Issues" as described on Page 19, process an Issue from the "Cellar" to "Corrections" to rectify the problem.

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** How to - Set different Price Levels for PLU's and Tills

The system has the facility to set up to 10 different Price Levels for each PLU. You are then able to send the appropriate Price Level to All or a Selection of Tills, if you have your Tills connected to the system.

The first step is to set up the various Price Levels for each PLU via "Maintenance – PLU – Master File” as detailed on Page 31.

You set the default Price Level for each Till via "Maintenance – Tills”, as described on Page 40.

You send the Price Levels to the Tills connected via the "Till Control Program".

** How to - Set up Tills for Connection to the Stock Control system

The Stock Control system can support PC Based Tills as supplied by Computer MAGIC.

The first step in the setup of the Tills is to specify the number and type of Tills connected to the system via "Maintenance – Tills” as set out on Page 40.

The Till Control Program is started by a program CMTILLSW.EXE and needs to be installed in the Programs directory. A configuration file CMTILLSW.INI needs to be set up in the Programs directory. This file specifies the location of data files, communication settings, etc.

These steps would normally be completed by Computer MAGIC staff during the installation process.

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